November 12 Tuesday Tips

Tuesday, November 12, 2019

Contents

Tip #1: OneUSG Connect – Commitment Management: Express Direct Retro Training

Tip #2: Finance – Accounting Review

Tip #3: Finance/OneUSG Connect – Known Issue Resolved: Personal Encumbrances Not Updated

Tip #4: OneUSG Connect – Benefits/Payroll: Well-Being Incentive Credit

Tip #5: OneUSG Connect – Human Resources: Short Work Break

Tip#6: Data Warehouse – New HR Cube: Monthly Data Snapshot Cube

Tip #7: OneUSG Connect – Payroll: Additional Pay Query

Tip #8: OneUSG Connect – Known Issue: Absence Management

Training, Updates and Reminders:

Tip #1: OneUSG Connect – Commitment Management: Express Direct Retro Training

OneUSG Connect will retire the Budget Retro and the Direct Retro processes as part of the December 6 system update. An overview of the new Express Direct Retro functionality within OneUSG Connect will be held via three interactive webinars. All System Managers and individuals who process Budget Retros and Direct Retros should plan to attend training on the new functionality. The following trainings will be available and are listed on the OneSource Training page:

Tip #2: Finance – Accounting Review

If you were unable to attend the Accounting Review held during the November 7 Weekly Status Call, we highly encourage you to view the presentation and listen to the recording found on the Weekly Status Call Resources Page! General Ledger items that were reviewed in detail include: agency funds, balance sheet accounts, changes in speedtypes, and tips on journal entries.

Tip #3: Finance/OneUSG Connect – Known Issue Resolved: Personal Encumbrances Not Updated

On November 7, it was reported that an encumbrance liquidation entry associated with the October monthly payroll (9OM1), was not been transmitted from OneUSG Connect to the UGA Financial Management System. As of November 11, this issue has been resolved and encumbrances have been updated. This issue is posted and updated on the Known Issues Page.

Tip #4: OneUSG Connect – Benefits/Payroll: Well-Being Incentive Credit

The Well-Being incentive credit will be added to bi-weekly paychecks on November 22 and to monthly paychecks on November 29. System Managers can review incentive amounts in the Additional Pay query in OneUSG Connect with earnings code “WBI.” The credit will be taxed at the same withholding as regular pay.

Tip #5: OneUSG Connect – Human Resources: Short Work Break

As we head into Spring Semester, your Unit may have employees that will not be actively working during Spring. Instead of terminating these positions, employees may be placed on Short Work Break for periods of time over 180 days if you intend to have them work within the next year.  There are implications for these individuals that need to be considered.

An employee who is on Short Work Break (SWB) is not processed by payroll in OneUSG Connect but is still considered an active employee​. Employees on SWB are still USG employees, meaning that certain activity that occurs while on a SWB must be self-reported. For example, employees may not work for an entity that may be a conflict of interest to their current position at UGA. ​If an employee wishes to work at another USG institution while on a SWB, they must adhere to the Dual Appointment requirements. ​More details about SWB compliance can be found on the University System of Georgia webpage.

Tip#6: Data Warehouse – New HR Cube: Monthly Data Snapshot Cube

The Job_Position_Monthly_Snapshot Cube, commonly known as “The People Cube,” is now available to System Managers in the UGA Data Warehouse. This cube shows active individuals as of the last day of each previous month or the most recent date the data was processed in the current month. It will also show job, position and faculty data that includes information about campus addresses and faculty attributes via drill-through actions​. The cube is available in the Data Warehouse​ through "All UGA Faculty and Staff Reports" -> "HCM." The “Notes” tab on the template provides important tips to use this cube. In-person training can be requested, and tutorials to access the cube or to run the cube can be found in the Training Library.

Tip #7: OneUSG Connect – Payroll: Additional Pay Query

In the Payroll section of the System Manager Reporting Workcenter in OneUSG Connect, there is a new query that pulls active additional pay. The new query, Additional Pay Review: 180_PY_ACTIVE_ADDL_PAYreplaces query: 180_PY_ADDL_PAY_BY_PAYRUNID, which projected additional pay based on payrun ID.

Tip #8: OneUSG Connect – Known Issue: Absence Management

When processing the November 8 biweekly payroll, the off-cycle absence calendar was processed as an on-cycle absence calendar for the period November 3 – 16. ​Biweekly employees with approved absences through November 16 were processed early.​Processed absences are reflected in payable time but will not be paid until the November 22 paydate, as expected. ​Biweekly employees will already see leave balances as of November 16 in Employee Self Service.​Employees who had approved leave requests for the November 3 – 16 pay period as of Tuesday, November 5 will see these hours reflected in their balance. ​This will not prevent biweekly employees from submitting leave for the current pay period.This is a OneUSG Connect Known Issue and a resolution is currently being researched.Contact  oneusgsupport@uga.edu or 706-542-0202 (option 1). 

Training, Updates and Reminders:

Holiday Payroll: With the upcoming holiday breaks, don’t forget about the holiday calendars available on the Payroll Office calendars page, in addition to previously mentioned payroll related items such as monthly pay dates in November and December, electronic W-2 consent and the 360-vacation/annual leave limit. For questions, contact oneusgsupport@uga.edu or 706-542-0202 (option 1).

Holiday Communication Schedule: Due to the holidays, there will be no Tuesday Tips on November 26, December 24 and 31. Weekly Status Calls will not be hosted on November 28, December 26 and January 2.

Ethics Awareness Required Trainings: The USG Board of Regents has recently issued information to each USG institution about two mandatory trainings: (1) Ethics Policy Refresher for employees hired prior to July 1 and (2) Cyber Security Awareness for all current USG employees. These must be completed by December 31. To complete these required trainings, logon to the Professional Education Portal (PEP) with your UGA MyID and password. For questions about either training, contact the Human Resources Service Desk at (706) 542-2222 or e-mail hrweb@uga.edu.

What’s New in Budget Planning and Salary Setting (BPSS) in Nov 2019 Training​

• November 18, 1:30 p.m. ​
• To register, please visit this link: Register

UGAJobs Training

Available to units by request. Central HR will come to you!

• Emailhrweb@uga.edu to make the request for your unit.
  

Sponsored Programs (GRASP) Training:

For all GRASP courses, register with Training & Development

• Class 5: Prior Approval, Audits, & Reporting; November 13, 9 a.m. – noon
• *NEW* Webinar option
• Class 6: Special Topics; December 3, 9 a.m. – noon ​
  

UGAmart for Beginners Training

• November 19, 9 a.m. – noon
• December 12, 9 a.m. – noon
• Register via Training & Development ​
  

Financials - Project Status Report Training​

The new Payroll Tab will be covered at the below sessions. Register via PEP. ​For more information, please visit the SPA webpage.

• November 13, 2:00 p.m.​
• December 9, 10:30 a.m.​

Pcard Training – Online!

• Initial Pcard Training, Refresher Pcard Training and Procurement Card Information
• Located on the Procurement site

System Maintenance and Releases:

• Find updates posted for UGA Systems: status.uga.edu
• Find updates posted for USG Systems: status.usg.edu
• OneSource Roadmappage 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.
• December 6 (5 p.m.) – December 9 (7 a.m.): Financial & Budget Management Feature Release – PUM (PeopleSoft Update Manager).
• December 6 (5 p.m.) – December 10 (7 a.m.): OneUSG Connect will be unavailable. Additional information and updates can be found on the OneSource News page.
• December 13 (10 p.m. to 2 a.m.): Financial Management & Budget Management Operating System Maintenance.

Known Issues information is posted and updated regularly.

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.