October 22, 2019 Tuesday Tips

Tuesday, October 22, 2019

Contents:

Tip #1: OneSource – Known Issues Communications

Tip #2: Finance – General Ledger/Accounting: Supporting Documentation for All Entries

Tip #3: Finance – Budget Management: System Update and Enhancements

Tip #4: OneUSG Connect – Commitment Accounting: Funding Positions When HR Department Changes

Tip #5: OneUSG Connect – Payroll: Electronic W-2 Enrollment

Tip #6: OneUSG Connect – Payroll: Holiday Planning

Tip #7: OneUSG Connect – Benefits: Open Enrollment and Informational Meetings

Tip #8: OneUSG Connect – Benefits: Shared Sick Leave Program

Tip #9: OneUSG Connect – Grants Accounting Known Issue: Project Payroll Encumbrances​

Tip #10: UGA Foundation: New Policy Site & Matrix

Tip #11: Data Warehouse – Known Issue: Net Assets and Reserves in Project Reporting Tools

Training, Updates and Reminders:

Tip #1: OneSource – Known Issues Communications

When Known Issues arise, they are first posted on the Known Issues Resource Page and secondarily conveyed in the next available communication via the Tuesday Tips or Weekly Status Call. Known Issues are unexpected issues with system functionality and do not include outages or system slowness, which are posted to the Status pages, either status.uga.edu or [http://status..usg.edu]status.usg.edu.

Tip #2: Finance – General Ledger/Accounting: Supporting Documentation for All Entries

Supporting documentation must be attached to all General Ledger Journals and should reflect the entry being made. A good rule of thumb is to include an electronic copy of what was used to create the journal entry. For intra-university charges (tickets), invoices should be attached that equal the revenue amount being credited. For correcting/moving a transaction, provide supporting documentation that shows where the transaction originally posted. Remember to be concise with journal entries and combine documents when reasonable; reviewing fewer documents can be helpful for your approvers! Documents included are also available during auditing and historical review.

• Examples of supporting documentation:
• UGA_GL_LEDGER_DETAIL query results can be included to show what transaction is being corrected/moved. 
• Any analysis/spreadsheet that was used to determine the amounts included in the journal entry.
• Invoices and agreements for Intra-University charges.

Tip #3: Finance – Budget Management: System Update and Enhancements

As a reminder, enhancements to the UGA Budget Management System are scheduled to launch the weekend of October 26. The enhancements will include Budget Planning & Salary Setting (BPSS) updates which will be available on October 28 and will reorder the Salary Form to add Compression. Additionally, the bi-weekly budget calculations will be based on the number of working days in a fiscal year instead of the standard 2080 working hours.

Tip #4: OneUSG Connect – Commitment Accounting: Funding Positions When HR Department Changes

The funding record for a position is comprised of four key fields: Business Unit (UGA), Fiscal Year, HR Department and Position Number. If any one of the four key fields change, a new funding record is created meaning that a new Change Position Funding request should be submitted via Manager Self Service. Please keep in mind that when the HR Department is changed on a position, the funding for the position does not carry over to the new HR Department; this is one of many steps that need to be completed. A helpful Standard Operating Procedure (SOP) for Moving a Position to Another Department can be found on the OneSource webpage under Position Management.

Tip #5: OneUSG Connect – Payroll: Electronic W-2 Enrollment 

Help spread the word by posting the W-2 flyerin your units! Printed copies were distributed via Campus Mail to each Intermediate Unit for posting in common areas but you may need more that provided. All employees are encouraged to consent for electronic delivery of their W-2. UGA is currently only at 26% enrolled. It’s easy to sign-up and it only has to be done once!

Tip #6: OneUSG Connect – Payroll: Holiday Planning

Plan ahead for the holiday schedule changes to the payroll calendar! In November, there will be normal pay schedules and deadlines. Be mindful that the Monthly pay dates for November and December are on the last business day of the month and occur during UGA Holidays: Friday, November 29 and Tuesday, December 31. December payroll deadlines will be earlier for monthly and bi-weekly employees and approvers. Payroll calendars for HR Practitioners can be found on the Payroll Webpage. Be sure to register for this week’s Weekly Status Call for detailed holiday payroll information for practitioners with our HR/Payroll Professionals!

The end of year also brings the 360 calendar year-end annual leave limit. To ensure annual leave is not lost in error, Monthly leave requests must be entered and approved by the 12/19 deadline and Bi-weekly by the 12/23 deadline. No action is needed to adjust balances over 360 – this will be an automatic process. System Managers can run query: 180_ABS_CURRENT_BALANCES (Employee Absence Balances) in the OneUSG Connect Reporting Work Center to find out which employees are exceeding or approaching the 360 hour balance.

Tip #7: OneUSG Connect – Benefits: Open Enrollment and Informational Meetings

Benefits open enrollment for 2020 is October 28, 2019 – November 8, 2019. This is an active enrollment year and all employees must certify/re-certify their tobacco use and working spouse status. Employees must renew Flexible Spending Accounts (FSA) while Health Savings Accounts (HSA) roll over. Premiums and other changes to benefit plans are outlined in the 2020 USG Comparison Guide. Employees can contact the OneUSG Connect-Benefits Call Center at (844)587-4236 for more information. Additional benefits information can be found on the USG Human Resources website.

Tip #8: OneUSG Connect – Benefits: Shared Sick Leave Program

The enrollment period for the Shared Sick Leave Program is also October 28, 2019 –November 8, 2019. If you are already a shared leave member, you are not required to donate again. Eligible employees will receive an email with additional information; learn more on the USG Webpage.

Tip #9: OneUSG Connect – Grants Accounting Known Issue: Project Payroll Encumbrances​

Payroll encumbrances are incorrectly recording on a small subset of projects occurring only when a position has a future-dated funding change and the project has an end date beyond 6/30/21. If you are experiencing this issue, contact the OneSource Service Desk (onesource@uga.edu or 706-542-0202, option 2). The Sponsored Program Administration Office (SPA) will apply a temporary workaround. ​USG has identified the root of this issue and is working on a permanent fix that is slated for March 2020. This issue is posted and updated on the Known Issues Resource Page.

Tip #10: UGA Foundation: New Policy Site & Matrix

UGA Foundation has updated their policies and procedures, including a new Expenditures Matrix that outlines which items are payable via Financial Management System and which need to be paid directly from Foundation Funds. These are now available for review on the UGA Foundation website. ​

Tip #11: Data Warehouse – Known Issue: Net Assets and Reserves in Project Reporting Tools

The Net Assets and Reserves Account Codes began showing in the Project Reporting Tools. Account codes 3xxxxx (Net Assets and Reserves) have been showing on the Project Status Report and Project Status Cube. These Account Codes should be excluded from all project reports to ensure that payroll encumbrances are not double counted. Within the Project Status Report, the 3xxxxx accounts have been removed. Within the Project Status Cube, the Reporting team is working to exclude these accounts by default. In the meantime, to exclude all account codes except 5xxxxx through 9xxxxx, select the pivot field called "Account_GL" and then "GL Account ID Descr." This issue is posted and updated on the Known Issues Resource Page.

Training, Updates and Reminders:

*New* OneUSG Connect Manage Faculty Events - Additional Posts: Refresher Training​

• October 25, 10:00 a.m. - noon, Caldwell Hall, Room 410 or Online (register here)

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, 9:00 a.m. - noon
• *NEW* Webinar option
• Class 6: Special Topics; December 3, 9:00 a.m. - noon ​
  

UGAmart for Beginners Training

• November 19, 9:00 a.m. - 12:00 p.m.
• December 12, 9:00 a.m. - 12:00 p.m.
• Register via Training & Development ​
  

Financials – Project Status Report Training​

The new Payroll Tab will be covered at these 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
• Procurement Card Information
• Located on the Procurement site

System Maintenance and Releases:

• December 6 at 5:00 p.m. – December 9 at 7:00 a.m.: Financial & Budget Management Feature Release – PUM (PeopleSoft Update Manager)
• December 6 at 5:00 p.m. – December 10 at 7:00 a.m.: The OneUSG Connect site will be unavailable. Please refer to the OneSource News page for additional information and updates.
• December 13 from 10:00 p.m. to 2:00 a.m.: Financial Management & Budget Management Operating System Maintenance

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.