October 1 Tuesday Tips

Tuesday, October 1, 2019

Here are your tips for the week of September 30.

Contents

Tip #1: Financials – Expenses: Enter Multi-day Lodging in One Entry

Tip #2: Financials – Expenses: Deny Button Returns for Approvers

Tip #3: Financials and Budget – September Updates Released

Tip #4: Financials – Accounting: Change in Class Codes for IntraUniversity Revenue

Tip #5: Financials – Accounting: Change in Account Codes for Agency Accounts

Tip #7: OneSource – UGA Budget Management System Patching

Tip #8: OneUSG Connect – Payroll: Fringe Benefit Tax Withholding

Tip #9: OneUSG Connect – Payroll: Electronic W-2 Enrollment

Tip #10: OneUSG Connect – Vacation Payout Calculations

Tip #11: OneUSG Connect – Standard Operating Procedures Updated

Tip #12: OneUSG Connect – State Charitable Campaign Program

Tip #1: Financials – Expenses: Enter Multi-day Lodging in One Entry

Travelers (or their delegates) can now enter lodging costs for rooms as one line item instead of entering lodging rates for each day. Use the new “Number of Nights” field to enter the number of nights per lodging receipt. Costs on the lodging receipt, such as Wi-Fi, will still need to be entered separately. Tutorials/walkthroughs are available in the Training Library. 

Tip #2: Financials – Expenses: Deny Button Returns for Approvers

Expense report approvers can once again use the Deny button to deny expense reports.  The Deny functionality was originally introduced in July 2018 but due to software issues had to be removed.  The software vendor has delivered a fix and the Deny button can be found on the approval screen beginning on September 30^th.  This change does replace the location of the Sendback button with a Deny button. The Deny button should only be used when the expense is not a reimbursable item.  The Deny functionality stops all processing on the expense item.  If the expense needs to be revised by the traveler or their delegate, continue to use the Sendback feature now available by selecting the More button. Tutorials/walkthroughs are available in the Training Library. 

Tip #3: Financials and Budget – September Updates Released

In addition to the above, enhancements have been made to the Financial Management and Budget Management Systems this past weekend: 

• Clean up look and feel and add options (BPSS) to Access Request Form​
• Include Supplier Name on Payment Request Approvals​
• Setting EMP Employee defaults in Finance​, fixes known issue
• Include Ground Transportation as Expense Type ​for Uber, Taxi, Shuttles, etc.
  

For more information about these and the other September updates, refer to brief descriptions included in the Release Notes.

Tip #4: Financials – Accounting: Change in Class Codes for IntraUniversity Revenue

In Fy19, we asked Units to use the 41900 Class Code for IntraUniversity charges. At the end of the fiscal year, we saw complications with the carry forward – Ex: 41900 was used for Revenue but not for expenses, so two lines carried forward. Therefore, in FY20, Units should no longer use the 41900 or the 19000 Class Code; instead use the 41500 Class Code (or other as applicable) for both revenue and expenses.

To clean up FY20, GL Journals can be processed in order to clean up the carry forward (4991100 Account Code) and current year postings. If all other chartfields are the same, they can be done as a lump adjustment. An updated IntraUniversity guideline is being developed.

Tip #5: Financials – Accounting: Change in Account Codes for Agency Accounts

For FY20, UGA needs to implement changes for utilizing Agency Accounts based on Governmental Accounting Standards Board (GASB) changes effective July 1, 2019. All transactions related to fiduciary (agency) funds (60000 and 61000) now require a financial department. The new account codes below need to be used for ALL transactions recorded in funds 60000 and 61000. Account number 241100 will no longer be used for this activity. Existing detail codes have been modified to reflect this change for revenue. Any new detail codes should include the appropriate account listed below.

Tip #6: Financials – Grants Management: UGAmartPurchase Request Requirement 

            All purchase requests on projects need to be created using the “Amount Only” checkbox in UGAmart. As promised last week, there is atraining tutorial to assist with this process. Purchase Requests utilizing Project funding that do not include this checkbox will not display correctly on various reporting tools that include encumbrances. This is related to an open Known Issue.

Tip #7: OneSource – UGA Budget Management System Patching 

The September 27 UGA Budget Management System monthly maintenance patching was not performed due to technical issues.  Therefore, the monthly maintenance patching for the UGA Budget Management System will be performed this Friday, October 4, from 10:00 p.m. – 2:00 a.m.  The system will be unavailable for the duration of the maintenance window.  Slowness of the system may be experienced after the maintenance window closes.  Normal system performance should return by mid-morning on Monday, October 7. For updates on the status of the UGA Budget Management System, please refer to status.uga.edu. Please contact onesource@uga.edu or 706-542-0202 (option 2) with any questions.

Tip #8: OneUSG Connect – Payroll: Fringe Benefit Tax Withholding

As part of the transition to OneUSG Connect, UGA will align with the method that USG utilizes in withholding taxes for Fringe Benefits. The IRS requires employers to withhold FICA, state taxes and federal taxes on the value of benefits like discounted athletic tickets. In the past, state and federal taxes were withheld through filing a tax return. Beginning this year, these taxes will be withheld directly from paychecks in November and December. Please note that the rates of state and federal taxes vary by person and level of income. Each individual’s situation is different and we cannot provide tax advice.

As an example, an employee receiving $150 in discounted football ticket prices should expect to have approximately $25 withheld in November and in December. In the past, the amount withheld would have been around $11. This topic was covered in the Weekly Status Call on September 26^th. Additional information will be distributed to employees in November once all fringe benefits have been reported to the Payroll Office. Please contact One USG Connect Support with questions.

Tip #9: OneUSG Connect – Payroll: Electronic W-2 Enrollment

Help spread the word! All employees are encouraged to set up electronic delivery for their W-2. Consent for electronic W-2 with the UGA legacy self-service site was not converted to OneUSG Connect. Follow the tutorial for entering electronic delivery consent through the OneUSG Connect Employee Self-Service site. When W-2s are available in 2020, employees will be able to access their W-2 through the OneUSG Connect Employee Self-Service site.  If electronic delivery is not chosen by December 31^st, the W-2 will be mailed to the employee’s home address.

Note: If an employee separates from UGA (termination or retirement), they will NOT be able to login and access their W-2 online. Before the separation date from UGA, the employee will need to access OneUSG Connect Self-Service and remove consent for electronic W-2. This is included in the Separation Checklist.  If not, the former employee will need to contact OneUSG Connect Support to request to have the W-2 mailed.

Tip #10: OneUSG Connect – Vacation Payout Calculations

For employees that terminate or retire, vacation payouts are paid from OneUSG Connect at a standard hourly rate calculated by dividing the Full Time Annual Salary by 2080. (Annual Salary /2080 = hourly rate). Central HR adds the outstanding vacation balance to the employee's last day worked on their timesheet. This differs from legacy processing where vacation payouts were paid at a rate based on the number of working days within the month. Vacation payouts are taxed at the supplemental tax rate. System Manager can now utilize the query, Vacation Payout Payment Detail, under the Absence Management section within the Reporting Workcenter. (180_ABS_PY_VPO_DETAIL).

Tip #11: OneUSG Connect – Standard Operating Procedures Updated

Don’t forget that we have a helpful Standard Operating Procedures (SOP) Page for OneUSG Connect. We do not recommend printing or bookmarking specific SOPs, as they are subject to updates. Instead, bookmark the SOP Page itself and always be sure to pick up a fresh copy!

Tip #12: OneUSG Connect – State Charitable Campaign Program

            Employees can now login to OneUSG Connect to complete their State Charitable Campaign Program (SCCP). The system allows you to opt out or to complete the full process online. This is a replacement for the UGA Electronic Contribution. This functionality is optional and employees can still use the traditional paper forms instead. Additional information can be found at Charities.uga.edu.

Other updates and reminders:

UGAJobs training

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

o   Just 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; Wednesday, November 13 9:00 a.m. - noon
• Class 6: Special Topics; Tuesday, December 3 9:00 a.m. - noon
  

UGAmart for Beginners training

• Thursday, October 17 9:00 a.m. - noon

• Register through Training & Development​

Project Status Report Training​

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

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

Known Issues information is posted and updated regularly.

OneSource Roadmappage includes enhancements as well as current timelines for system upgrades and known maintenance. 

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.