June 30 Tuesday Tips

The OneSource Weekly Status Call has been extended into FY21 and the transition to the Zoom Webinar platform will occur with this week’s Weekly Status Call. Please ensure to join us via Zoom Webinar on July 2 and to register for the weekly invite if you have not already!

Tip #2: Finance – Budget Management: System Restarts ^[WSC]

The Budget Management System required two restarts in the past three weeks. Now the system will be restarted every Friday evening at 10:00 p.m. in order to reduce the number of restarts needed on an ad hoc basis.

Tip #3: Finance – Accounting: Deadline Reminders ^[WSC]

P-Cardholders will have until July 2 at noon to review and update speedtypes and account codes in Works. After July 2, changes will have to be made through a GL Journal entry. 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 25 Weekly Status Call or the Fiscal Year-End page.

Tip #4: Finance – Accounting: Adjusting Period/Year End ^[WSC]

Journals for FY20 will need to be at the Accounting level by end of day on July 13. Journals entered between July 1 – July 13 will need to be "backdated" to June 30. Please remember that FY21 will not be open to accept GL Journals until July 14 and that FY21 Journals should be held until after this date. For more helpful information on Year End Processes, please review the Year End Journal Entry Preparation.

One final "Anomaly" notification will be sent out before July 13. If you have already identified that a specific anomaly is sufficient, no further action is necessary. Please look for "new" items that have not yet been researched, since not all Anomalies will need adjusting. It is appropriate if revenue deposited in a prior fiscal year (FY19) and refunded in FY20, creates a debit balance in Revenue. It is also appropriate if expenses paid in FY19 and reimbursed to UGA in FY20 create a credit balance. Please ensure to review Anomalies to look for miscoded items (chartstring/chart field posting errors).

Tip #5: Finance – Accounts Payable: New Policy for Recognition Awards ^[WSC]

A new policy for Recognition Awards for Employees and Non-Employees has been published to the Finance and Administration Policy Library. The policy and related procedures conform to the Board of Regents Recognition Programs policy. The policy clarifies instances when institutional fund sources may be used for achievement/recognition awards. Please submit any inquiries regarding updates to the OneSource Service Desk.

Tip #6: Finance – Accounts Payable: Food and Business-Related Entertainment Policy Update^[WSC]

The Food and Business-Related Entertainment Policy has been updated to reflect higher purchasing thresholds aligning with current procurement policies. The updated policy includes appropriate fund sources for purchases. The Entertainment form and Food Reference Chart have also been updated to reflect changes. The updated policy can be found on the Finance and Administration Policy Page. Policy updates are effective immediately. Please submit questions to the OneSource Service Desk.

Tip #7: Finance – Accounts Payable: Procedure Modification for Copier Overage Payments ^[WSC]

The new Modification for Copier Overage Payments procedure effective July 1 will help enhance efficiency for UGA departments. Accounts Payable (AP) will draft the invoice (with the monthly base Purchase Order (PO) charge and copier overages) into UGAmart. Payment for the overages portion will process as a non-PO line item against the chartstring associated with the PO. AP will then send a comment to the UGA department to create a receipt for the base charge and review the overage amount for the month. After the receipt is created, AP will process payment for the invoice. Payment will include the monthly base charge against the PO (reducing encumbrance) and the overage will process as an unencumbered payment against the chartstring associated with the PO. The Modification for Copier Overage Payments announcement is published on the Accounts Payable website. Please submit questions regarding updates to the OneSource Service Desk.

Tip #8: Finance – Accounts Payable: Procedure Modification for Taxable Travel Reimbursements^[WSC]

The new Modification for the Taxable Travel procedure is effective July 1 and eliminates the need to process a taxable travel reimbursement in AP and Payroll. The new process allows Expense Manager to complete Payroll's Taxable Travel Expense form once a traveler or delegate identifies a reimbursement is aged beyond the 60-day allowance. After the traveler and HR Supervisor sign the form, the Expense Manager submits it directly to Payroll, removing AP from the process. The procedure for Taxable Travel Reimbursements has been posted to the Accounts Payable website. Please submit questions to the OneSource Service Desk.

Tip #9: Finance – Purchasing: Thermometers ^[WSC]

Departments should order a thermometer for each of their employees through the UGAmart PPE punch out. The shipment of thermometers is due to be delivered to Receiving by July 1, and every member of the university should receive a thermometer. Please submit an order in UGAmart for your unit, including an attachment with your employee addresses if you would like the thermometers mailed directly to your employees. A file containing home addresses was securely distributed to each designated unit HR Liaison. If you need this information prior to ordering, please contact your designated HR Liaison for secure delivery via Sendfiles.

Tip #10: Finance – Purchasing: FY21 Purchases for New Departments ^[WSC]

Departments that will begin in the new fiscal year should have UGAmart department approvers set up before any requisitions are submitted for that department ID. The department's Access Request CFO Approver should submit an email to the OneSource Service Desk to have a department approver added to specific department IDs.

Tip #11: Finance – Purchasing: Update to Purchasing Policies ^[WSC]

The following policy updates were made to align with updated State Accounting Office policies; effective immediately:

The Payment Request Policy (formerly the Check Request Policy) has been updated to allow for greater usage of payment request for purchases less than $2,500 and to reflect allowable purchases above $2,500.

The Employee Reimbursement Policy has been updated to allow greater use of employee reimbursement for purchases less than $2,500 (previous limit was $500). This was previously incorporated into the Petty Cash policy but has now been given its own section.

The Petty Cash Policy has been updated to allow greater use of petty cash for purchases up to $2,500 (previous limit was $500). This should continue to be used only when other methods are not feasible.

The updated policies are available for review in the Finance and Administration Policy Library, Purchasing and Payment Mechanisms page. Please submit any inquiries regarding updates to the OneSource Service Desk.

Tip #12: Finance – Data Warehouse: Upcoming Budget and Project Status Cube Changes Reminder ^[WSC]

On Friday, July 10, the data source will change for the Project and Budget Status cubes and their companion reports. This is change will improve the accuracy of project reporting and include additional data, detail and features for both project and budget reporting. Please see the attached document for more information about the transition, along with helpful tips and frequently asked questions. The test cubes referenced in the attachment were emailed to BSAG and FRAG members Monday morning. If you need a copy of the test cubes, please contact a BSAG or FRAG member.

Links to the training webinars associated with these reporting are listed in the Training section below! If you have questions, please email the OneSource Service Desk.

Tip #13: OneUSG Connect – Workforce Planning and Recruitment: UGAJobs ^[WSC]

The UGAJobs Quick Guide: Searching & Saving Searches tutorial demonstrates how to search and save frequently used searches within UGAJobs including positions, postings, applicants and hiring proposals. Further, your Dedicated HR Team can also assist with creating saved searches!

Tip #14: OneUSG Connect – Payroll: Taxable Travel Expense Reimbursements ^[WSC]

There is an updated process for Taxable Travel Expense Reimbursements beginning July 1. If a reimbursement request is submitted more than 60 days after the end of the event, it will no longer be submitted to Accounts Payable. A revised Taxable Travel Expense form has been published with link a to the process on the form.

Tip #15: OneUSG Connect – Payroll: State Tax Impact of Telecommuting Outside of Georgia ^[WSC]

In general, UGA will continue to withhold Georgia taxes if the employee normally works in Georgia. Taxation for telecommuting location can be found on the Nexus & COVID-19 telework page. Please submit state tax questions with specific details to OneUSG Support.

Tip #16: OneUSG Connect – Home Address Information ^[WSC]

A file containing home addresses for units was securely distributed to each designated unit HR Liaison. Please keep in mind that home addresses are sensitive data and should be protected, meaning that the files should not be stored on computers and should be deleted after they have been properly utilized for ordering face coverings only. If you need the addresses, please contact your designated HR Liaison prior to ordering. Please note that home addresses can be updated by employees at any time via the Personal Details tile in OneUSG Connect.

Tip #17: OneUSG Connect – Office of Faculty Affairs: Review of Academic Policy Revisions ^[WSC]

The Academic Policy Revisions were effective in January 2020 and communicated via Admin Memo at that time. These revisions ultimately streamline the appointment process by eliminating the requirement that a cover letter and the external letters of recommendation be included in every appointment package. Furthermore, the revisions will include the review of lecturer appointment packages by the VP for Instruction, a modified offer letter policy to include new document requirements and a modified Adjunct Faculty policy to align with the revisions to the appointment procedures in Policy 1.09.

The Academic Affairs Policy 1.09 (Appointment Procedures) has been updated to streamline the review steps and required documentation for faculty hiring proposals in UGAJobs. Most notably, the cover letter 1.09-5 and external letters of recommendation 1.09-8 are no longer required documents in hiring proposals by the Provost’s Office. Please note that the policy revision for letters of recommendation applies to the hiring proposal only and does not eliminate the need to collect those before extending an offer for a faculty position. The successful candidate’s external letters should be retained by the hiring unit. Additionally, deans or vice presidents may continue to require the inclusion of cover letters and/or letters of recommendation to be uploaded in faculty hiring proposals in order to store those documents as part of the appointment packet or for review in the workflow. Please check with your Faculty Affairs Liaison and/or the appropriate appointment guidelines for each faculty rank for verification on that requirement.

Tip #18: OneUSG Connect – Manage Faculty Events: Contract Delivery ^[WSC]

All 2020-2021 contracts for full-time, regular faculty will be available electronically through the Faculty Data Self Service (FDSS) section of OneUSG Connect. When the contracts are ready to be signed, faculty will be notified via Archnews. To help ensure that faculty are prepared to access their contracts, a Quick Reference Guide and online tutorial are available on the Contracts page on the OFA website. Links to faculty and appointment unit support materials are posted on the Office of Faculty Affairs’ Contract website. Questions on the contract system may be directed to Angelina Carlson or Truitt Broome in the Office of Faculty Affairs.

Known Issue Updates:

System:   

Title:   

Status:   

Overview:   

Workaround:   

Finance

^[WSC]

TA Sendback

Resolved

6/25/20

Users may receive an error when attempting to re-submit a Travel Authorization (TA) that had been sent back to the initiator from the approver

This issue has been resolved.

Finance

Project Payroll Encumbrances

Resolved

6/30/20

Payroll encumbrances were zeroed out this weekend. However, cost collection does not run over the weekend. As a result, payroll encumbrance values are still visible in the Project Status Cube/Report and any queries that use PROJ_RESOURCE as a data source. The updated encumbrance figures were picked up on the evening of 6/29. The Project Status Cube and associated reports should display an encumbrance value of $0 beginning today.

This issues has been resolved.

*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:
What’s New in the Data Warehouse: Budget Reporting	Zoom Webinar	July 14 10:00 a.m. - 12:00 p.m.	Zoom Webinar Registration
What’s New in the Data Warehouse: Project Reporting	Zoom Webinar	July 16 10:00 a.m. - 12:00 p.m.	Zoom Webinar Registration
Understanding Accounts Receivable, Deferred Revenue and Carry Forward Calculation	Recorded	*Now Available!*	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.  