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October 29 Tuesday Tips

Tuesday, October 29, 2019

Contents:

Tip #1: OneSource – Administrative Quarterly Progress Update

Tip #2: Finance – Purchasing: Closing Purchase Orders

Tip #3: Finance – General Ledger/Accounting: Speedtype Review

Tip #4: Finance – Budget Management: Hyperion Monthly Update

Tip #5: Finance/OneUSG Connect – Grants/Commitment Accounting: FY19 Cost Share Salary Adjustments

Tip #6: OneUSG Connect – Payroll: Holiday Planning

Tip #7: OneUSG Connect – Monthly Payroll Validation: Updated Query

Tip #8: OneUSG Connect – Known Issue: MSS Change Position Funding

Training, Updates and Reminders:

 

Tip #1: OneSource – Administrative Quarterly Progress Update

With the OneSource implementation go-lives complete, the teams are now intently focused on actions and solutions that reduce administrative burden, optimize our new systems and processes and work to further increase efficiencies across the University of Georgia. To improve communications, we will provide quarterly notices highlighting key improvements. A number of improvements have been introduced this quarter and a complete listing can be found on our new Enhancements Update at the bottom of our Roadmap page. Your input has been and will continue to be instrumental to this ongoing progress. This message is also being shared with UGA leadership via an Admin Memo.

Tip #2: Finance – Purchasing: Closing Purchase Orders

It is recommended that units review their open Purchase Orders (POs) at least monthly to determine if any are ready to close. The PO Closure Procedures walk you through the options for requesting closure and should be reviewed carefully. Available in the Training Library, it can also help you identify POs that should be closed.

Tip #3: Finance – General Ledger/Accounting: Speedtype Review

To help units check for need and accuracy of their Speedtypes, the public UGA_GL_SPEEDTYPES  query will return Speedtypes by Department ID or other search criteria. When using this query, the percent sign (%) is used as a “wild card” in order to view multiple Department IDs at the same time. For example, to display all Speedtypes in the College of Arts & Sciences, enter “19%” in the Department search box. The more specific the Department field is, the more narrow the results will be.

Tip #4: Finance – Budget Management: Hyperion Monthly Update

The Hyperion monthly update ran successfully the weekend of October 26th. In the update, the UGA Budget Management’s BPSS tool now has a row for biweekly employees that calculates the compensation the employee will receive if different than the salary. This is most used in years that have non-standard hours, such as the 2,088 in FY21. Users will see a line called “Weekday Adjustment” that adds a calculated amount to the total compensation and budget amount. This enhancement request can be viewed on the Enhancements Roadmap under Budgets.

Tip #5: Finance/OneUSG Connect – Grants/Commitment Accounting: FY19 Cost Share Salary Adjustments

Reminder, Direct Retros can only be submitted by units for FY19 to close the grant/project or to record cost share. Original charges do not have to originate on a project, but must be moved to a project. The Direct Retro will post in the current fiscal/budget year, with a reference to the previous fiscal/budget year pay period. This is similar to the process PARs followed in the legacy system. If a unit needs to record the cost share from the prior year’s payroll, a Direct Retro can be used for payroll from January 1, 2019 to present; any payroll charges prior to January 1, 2019 will need to be submitted via a GL Journal.

 Tip #6: OneUSG Connect – Payroll: Holiday Planning

Is your unit all set for holiday payroll planning? If you were unable to attend the workshop held during the October 24 Weekly Status Call, the presentation and recording can be found on the Resources Page! Additional information can be found on the Business and Finance Administration payroll calendars webpage. Holiday calendars are available in both a PDF and Microsoft Word format so that units can revise the dates to add internal deadlines, if applicable.

Tip #7: OneUSG Connect – Monthly Payroll Validation: Updated Query

Are you a System Manger responsible for Monthly Payroll? In System Manager Reporting, the new hyperlinks added to the Monthly Payroll Validation query (ID, Total Gross, and Unpaid Absence) will now generate additional query results for the employee. The hyperlink in the No Check Query column runs another query based on row-level security for any active employee without a paycheck for this Pay Run ID. The hyperlinks only function if the query is opened in HTML (not in Excel). Please submit questions about this query to oneusgsupport@uga.edu with “October 2019 Monthly Validation Query” as the subject, describe your issue and request it be assigned to UGA HRIS​.

Tip #8: OneUSG Connect – Known Issue: MSS Change Position Funding

USG has identified a rare issue with the process in OneUSG Connect that inserts the funding rows from the MSS Change Position Funding transactions, occasionally resulting in funding that does not add up to 100%. OneUSG Connect Support is working toward a resolution. Contact OneUSG Connect support for corrections at oneusgsupport@uga.edu or (706) 542-0202 (option 1).

Training, Updates and Reminders:

Benefits Reminder: Open enrollment and the Shared Sick Leave Program for 2020 are now open through November 8, 2019!

Ethics Awareness Week: The University of Georgia will observe Ethics Awareness Week November 11-17 as part of the institution’s ongoing effort to promote an ethical culture and raise awareness about ethics resources available at UGA. This week has been designated by the University System of Georgia across all USG institutions as an important reminder of our shared core values of integrity, excellence, accountability and respect. In support of this effort, the UGA School of Law and Terry College of Business are co-hosting a guest lecture the preceding week on November 4 at 1:25 p.m. in the Chapel. Chief Compliance Officer at Johnson & Johnson, Ashley Watson (J.D. ’93) will be speaking.

OneUSG Connect Manage Faculty Events - Additional Posts: Refresher Training

  • November 1, 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!

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
  • 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 the below sessions. Register via PEPFor 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:

  • Find updates posted for UGA Systems: status.uga.edu
  • Find updates posted for USG Systems: status.usg.edu
  • November 8 (9:00 p.m.) – November 10 (noon): UGAmart will be unavailable for the release of UGAmart 19.3
  • December 6 (5:00 p.m.) – December 9 (7:00 a.m.): Financial & Budget Management Feature Release – PUM (PeopleSoft Update Manager).
  • December 6 (5:00 p.m.) – December 10 (7:00 a.m.): OneUSG Connect will be unavailable. Additional information and updates can be found on the OneSource News page.
  • December 13 (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 Roadmap page 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.