June 23 Tuesday Tips

A training requirement was announced in the University Archnews Update: Return to Campus message. The content for the training was developed by subject matter experts of the Health and Workplace Safety Workgroup. The training includes information on how supervisors can evaluate their specific work environments, using a risk assessment tool and specific examples included in the training module, to help prepare for a safe and healthy return to campus in their respective departments and units. This training is required for all supervisors who will be returning to campus and should be completed as soon as possible but no later than June 30.

Vice Presidents, Deans, Department Heads and Directors should determine those supervisors (including administrative faculty) who are required to complete the supervisors training module. The training can be found in the Professional Education Portal (PEP) by searching “Protect UGA: COVID-19” in the search bar and launch from the course page. Once you have completed the training, be sure that the confirmation box is checked for completion at the end of the training. If you have questions regarding the following, please utilize the linked contact information: PEP, Safety and PPE content of the course: Preventative Measures Advisory Board, and HR policies and accommodations.

Tip #2: OneSource – Weekly Status Call: FY21 Continuation ^[WSC]

The OneSource Weekly Status Call has been extended into FY21! We are also excited to share that we will be transitioning the platform from GoToWebinar to Zoom Webinar beginning with the July 2 Weekly Status Call. As a result of this change, you will want to:

Delete any Outlook meeting invites which reference GoToWebinar after June 25, 2020. (We do not have the capability to remove from your calendars.)
Request to add/remove employees to the Weekly Status Call invite via this form. Note: All existing registrants for the Weekly Status Calls will be automatically converted over. So, if you are currently registered, no action is needed. This link can also be used to subscribe or unsubscribe from these invites moving forward.

Once we receive your information, the data will be collected, and you will receive an Outlook meeting invitation that will include the Zoom Webinar link for the Weekly Status Calls beginning on July 2.

Tip #3: Finance – Accounts Payable: Year End Reminders ^[WSC]

Please remember that FY20 Payment Requests (including Petty Cash reimbursement requests), FY20 Accounts Payable Journal Vouchers and Expense Reports (including adjustments) are due to Accounts Payable by close of business this Friday, June 26. Any travel and non-travel expense reports that are created between June 27 and July 1 will process in FY21 with an entry date of July 1.

Tip #4: Finance – Travel & Expenses: Guidance on Travel Planning ^[WSC]

The weekly Guidance on Travel Planning and Cancellations notification emails will be discontinued. These emails were distributed weekly to individuals who had upcoming travel or recently completed travel to provide information on key questions regarding reimbursements, credits, cancellations, etc. due to the evolving situation around COVID-19. Information on Guidance on Travel Planning and Cancellations can be found on the Accounts Payable website as well as the Business Continuity News Item.

Tip #5: Finance – Purchasing: Washable Face Coverings Reminder

The University will be giving each faculty and staff member two (2) reusable and washable cloth face coverings. One will be black and the other will be gray with the G logo. The logo face coverings will not arrive until July 1. In addition to face coverings for our faculty and staff, we will have additional black cloth face coverings available for the University community to purchase for their visitors, guest speakers, etc. To order face coverings for your department or college, please submit an order in UGAmart for your unit, including an attachment with your employee addresses if you would like the masks mailed directly to your employees. A file containing home addresses was securely distributed to each designated unit HR Liaison. If you need this information, please contact your designated HR Liaison prior to ordering for secure delivery via Sendfiles.

Instructions for ordering the face coverings can be found on the Business Continuity News Item. If you have any students currently on campus that need a face covering before the July mail out, please email Harold Waters or Tonya Seay.

Tip #6: Finance – Purchasing: UGAmart Update ^[WSC]

As mentioned on the June 11 Weekly Status Call, the JAGGAER Enhanced Search Experience will go into effect for all UGAmart users with the Jaggaer 20.2 update. Details and a video tutorial are available from Jaggaer in the UGAmart section of the OneSource Training Library. JAGGAER has stated that existing saved searches will be migrated to the New Search Experience. However, it is recommended that you take screenshots of your saved searches and their criteria as a precaution.

Tip #7: Finance – Purchasing: FY21 Purchase Requests ^[WSC]

To meet the operational needs of departments prior to receiving an FY21 budget, a process to proactively submit FY21 requisitions was sent to the Business-Memo listserv and is also available on the OneSource Fiscal Year-End page. As of June 16, departments may submit some FY21 requisitions using the method outlined in the memo. Please view the June 18 Weekly Status Call for tips as you process FY21 requisitions!

Tip #8: Finance – Accounting: Year End Preparation ^[WSC]

As the current fiscal year is coming to a close, please remember to attach supporting documentation when submitting Journal Entries and that all Anomaly Corrections are due prior to June 30. The Year-End Deadlines are outlined in the Year-End Letter and include upcoming deadlines such as the June 25 deadline for Accounts Receivable, Deferred Revenue Requests, Scientific Equipment Reserve Requests, and the June 27 Works cycle drop. Cardholders will have until July 2 at noon to review and update speedtypes and account codes. If you have any questions about Pcard cutoff dates, please contact Paula Bond. For more details on Year-End preparation, please refer to the June 18 Weekly Status Call or the Fiscal Year-End page.

Tip #9: Finance – Data Warehouse: Upcoming Budget and Project Cube Changes ^[WSC]

On Friday, July 10, new Budget and Project Status Cubes will need to be downloaded and earlier cube versions will no longer work. The data source for these reports is in the process of being changed in order to improve the accuracy of project reporting and include additional data, detail and features to the cubes. The Budget and Project Status Cube, Budget Status Report, Project Status Report, Monthly Status Report and the financials transaction log will all be impacted. A new download of the cube will be necessary, not just a filter change. In addition, saved views and subscriptions in the BSR, PSR and MSR will need to be rebuilt. Therefore, screenshots of your current cubes and Tableau reports are recommended to assist in setting up your new reports. More details on these changes can be found in the June 18 and forthcoming Weekly Status Calls.

If you have questions, please email the OneSource Service Desk.

Tip #10: Finance – Data Warehouse: Budget Status Report v1.0 (Paginated) ^[WSC]

Due to a necessary overhaul in underlying data structure, this report will no longer be available effective July 10. This data structure change will render Version 1.0 of the Budget Status Report obsolete. The newer versions will remain intact, as will the Monthly Status Report.

Some alternative reports include the Monthly Status Report (MSR) which has a similar structure to the BSR v1.0. with a Summary and Detail tab. The MSR can also be run for multiple departments at once, and will provide a carryforward balance, current month transactions, ending balance. Another alternative report is the Budget Status Report in Tableau. The Budget Status Report (BSR) provides summary and detail tabs with transaction and payroll drill-through detail. The BSR can also be run for multiple departments at once and setup to email out on a recurring basis.

Tip #11: OneUSG Connect – Commitment Accounting: Release 6.11 ^[WSC]

OneUSG Connect release 6.11 is set for Friday, June 26. This release is for the new Manager Self Service Change Position Funding functionality that allows for multiple effective dated funding requests in a single transaction. This new functionality is in response to multiple change requests submitted by UGA departmental administrators and approved by BSAG. A change request was then submitted by UGA to OneUSG Connect. If you have a suggestion for an enhancement, please submit your suggestions on the OneSource Roadmap and Enhancements page!

Tip #12: OneUSG Connect – Employee Services: I-9 Processing ^[WSC]

To reduce administrative burden and to assist the ongoing Return to Campus planning groups, the Onboarding and Employee Services team will continue to process Form I-9s through December 31, 2020. The Form I-9 processing service can continue as a permanent offering should your unit decide to utilize this moving forward. Please let us know if you would like to hear more about this offering for 2021 by sending an email to HR!

Tip #13: OneUSG Connect – Benefits: New Hire Information Reminder ^[WSC]

Please remember that new faculty hire information must be in OneUSG Connect before the new faculty member can enroll in benefits. New faculty members/new hires can enroll in benefits up to 30 days before their hire date as long their information is in OneUSG Connect. Timely entry of the hire information can prevent delays in access to benefits.

Tip #14: OneUSG Connect – Payroll: Summer Pay Update ^[WSC]

Summer Pay for new hires are set up on Additional Pay and can be reviewed by running the Additional Pay Review query. Backpay for summer pay will be added as an earnings adjustment to the next on cycle payroll and can be viewed by running the Validate Monthly Pay query after pay sheets are created. Off cycle requests for summer pay corrections should only be submitted for extreme hardships. Please contact OneUSG Support with questions or problems.

Tip #15: OneUSG Connect – Time & Labor: Time Entry Methods ^[WSC]

There are multiple different time entry methods that can be assigned to an employee such as Web Clock, Kaba Clock, Manual Time Entry, and Pay From Schedule. Each employee can only have one-time entry method per job.

If your unit continues to utilize Kaba Clocks, updated instructions for cleaning Kaba clocks can be found on the OneSource Time & Attendance Resource page. Kaba strongly recommends placing a hand sanitizing station at each clock for employees to use after interacting with the clock. If you would like to update the time entry method for a(n), employee(s) in your unit, please submit a ticket to OneUSG Support. More information on the process for how to enroll or update a Time Reporter (employee) in OneUSG Connect can be found in the SOP.

Tip #16: OneUSG Connect – Queries: New Fiscal Year Reminder ^[WSC]

Certain queries in OneUSG Connect will retrieve data based on the Fiscal Year. Be sure to review the Fiscal Year on the query prompt and change it to 2021 as necessary!

Tip #17: OneUSG Connect – Queries: Estimated Monthly Payroll Query ^[WSC]

The previous version of the query for estimated monthly payroll assumed the combo code that is effective as of the pay period end date is effective for the entire month. The updated version fixes this issue and adds additional prompts for running the query. The Pay Period End Date replaces the Pay Run ID prompt to allow for running the query more than one month in advance. The new prompts include Top HR Dept, HR Dept Descr and Pay Period End.

Known Issues: No New Known Issues!

*For more details and updates, please visit the Known Issues page or contact the OneSource Service Desk at onesource@uga.edu. 

Upcoming Training, Updates and Reminders:    

Course	Format	Date	Registration
Understanding Accounts Receivable, Deferred Revenue and Carry Forward Calculation	Recorded	*Now Available!*	OneSource Training Library
Amazon Punchout	Video	Continuous	Budget & Financial Management Training
Faculty Contracts 2021	Recorded	Continuous	OneSource Training Library
GA Center (Various)	Online	Until June 30	Self-paced online courses
OneUSG Connect Queries	Job Aid	Continuous	OneUSG Connect Queries Job Aid Quick Reference Materials for Practitioners
Summer Pay	Recorded	Continuous	OneSource Training Library
Training and Development (Various)	Zoom	May 13 – July 31	Professional Education Portal

*Due to the current circumstances, trainings will fully operate as webinars. If trainings are moved or

cancelled, the Training Team will contact currently registered participants directly. Please review the

Training Website for the most up-to-date information on training.

System Maintenance and Releases:     

UGA Systems: Find updates posted at status.uga.edu.

UGAmart 20.2: Unavailable from 9:00 p.m. Friday, July 17 to noon Sunday, July 19. Details will be posted to the Procurement Website.

USG Systems: Find updates posted on Practitioner Releases.

OneUSG Connect: Unavailable from 11:15 p.m. Friday, July 17, until 7:00 a.m. Monday, July 20. KABA Time Clocks and OneUSG Connect - Benefits will be available.

The OneSource Roadmap page includes enhancements as well as current timelines for   

system upgrades and known maintenance. To submit a suggestion for an enhancement, please email us at onesource@uga.edu.    

Submit a tip:  Do you have tip to share? Email it to us at onesource@uga.edu.    
You can find all the Tuesday Tip emails on the Tuesday Tips resource page on the OneSource website.  