One Source

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). 

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.

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.

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.

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.

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.

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: 

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.

In light of Ethics Awareness week, the USG Board of Regents has recently issued information to each USG institution about two mandatory trainings: (1) Ethics Policy Refresher 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. Once on the PEP homepage, scroll to the “Training Due,” section to select the USG Ethics Refresher Training 2019 and/or the USG Cybersecurity Awareness Training Fall 2019. For questions about either training, contact the Human Resources Service Desk at (706) 542-2222 or e-mail hrweb@uga.edu.

UGA has begun to re-evaluate competency compositions based on knowledge, skills, abilities or other characteristics (KSAO’s) that an individual has or displays that helps them perform within their position. The model will be available for full use in spring 2022. To learn more about the competency model and timeline, the October 31 Weekly Status Call and recording can be found on the Resources Page. In addition, information about the initiative can be found on the Central HR webpage.

With the upcoming holiday breaks, we are providing a reminder about monthly pay-dates in November and December and other payroll-related items: (1) With the implementation of OneUSG Connect in December 2018, monthly payroll pay-dates all moved to the last business day of each month. The pay-dates for November and December will continue to follow this schedule, which both fall during UGA holiday breaks on Friday, November 29 and Tuesday, December 31. (2) December 31 is the deadline to consent for electronic W-2 delivery for 2019 and future years. If you gave consent in UGA’s now-retired legacy system, you will need to repeat your consent in OneUSG Connect. To consent, login to OneUSG Connect and choose the “Taxes” tile.  If electronic delivery is not chosen by December 31, the W-2 will be mailed to your home address. (3) The end of the year also brings the 360-hour vacation/annual leave limit cutoff. To ensure leave hours are not lost in error, all leave requests for dates through December 31, 2019 must be entered and approved by the December 19, 2019 deadline. You can view your projected leave balances in OneUSG Connect. For additional assistance, a tutorial can be found in the training library. For questions about these dates, contact oneusgsupport@uga.edu or 706-542-0202 (option 1).

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 Payroll Office calendars page. Holiday calendars are available in both PDF and Microsoft Word format so that units can revise the dates to add internal deadlines, if applicable.

On September 19, USG identified a rare issue with the process in OneUSG Connect that inserted funding rows from the MSS Change Position Funding transactions. OneUSG Connect has resolved this issue. MSS Position Funding Changes are again being processed as expected.

If you experience issues with delegation in OneUSG Connect after following the complete steps outlined in the training materials, please send an email to oneusgsupport@uga.eduwith the subject: "Delegation Accepted, but not Active."​ OneUSG Support will need to reinitiate the delegation.​ Best practice for delegations would be to initiate early to make sure it is working correctly.​ This is time sensitive, as the proxy will not be able to work transactions between the begin date and when OneUSG Support reinitiates the delegation.​

There is now an additional view of Job Data in OneUSG Connect that provides a view of effective dated job actions, including a single-screen view of effective dated rows with tabs. These effective dates and sequences can be listed by chronological and descending order, making Job Data easier to view. To access the new view, you need the Job Data View role, which can be obtained by a manager security request through OneUSG Connect. Individuals who currently possess this role can see this information already. In the Navigation Pane, go to the Navigator > Workforce Administration > Job Information > Review Job Information > Workforce Job Summary​. For additional assistance, a tutorial can be found in the training library.

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

Benefits open enrollment and the Shared Sick Leave Program enrollment for 2020 are open through this Friday, November 8, 2019! Don’t forget – this year is an active enrollment year and employees carrying health insurance must re-certify the tobacco surcharge and are required to complete the working spouse surcharge section, if a spouse is covered on health insurance.

As of November 3, only 43% of employees have taken action on the Tobacco Surcharge and 50% have taken action on the Working Spouse Surcharge. Please help Central HR by encouraging your colleagues to complete benefits open enrollment and re-certify today!

On November 1, it was reported that OneUSG Connect had encountered an issue during general ledger processing for the 9OM1 (October Monthly) payrun. This issue has now been resolved; the monthly payroll transactions will be reflected in the UGA Financial Management System. Updates can be found on the Known Issues Resource Page.

On October 18, it was reported that a subset of projects with 3xxxxx account codes (Net Assets and Reserves) had been showing on the Project Status Report and Project Status Cube. These should have been excluded from all project reports to ensure that payroll encumbrances were not double counted. For the Project Status Report, this issue is now resolved and the 3xxxxx accounts have been removed. For the Project Status Cube, the reporting team is working to exclude these by default. This issue is posted and updated on the Known Issues Resource Page.  

It was reported on October 29 that transactions originating from a GL interface were missing analysis types. A fix was implemented on the evening of October 29. Analysis types for all accounts with the exception of Account Code 380000 are flowing normally. This resolved issue is posted and updated on the Known Issues Resource Page. 

UGAmart 19.3 will be released and the system will be unavailable from November 8 at 9:00 p.m. through November 10 at noon. Please check your browser versions, because after the release of 19.3, UGAmart will no longer function in Internet Explorer (IE) versions 6-10. However, it will continue to function in the latest version of IE (version 11), Edge, Chrome, Firefox and Safari. ​Further release details will be communicated through UGA EITS Systems Status notifications.

The new Fiscal Master Calendar combines key dates and deadlines into a single location. It also includes "target date" and "completed date" fields. For example, month-end close may be targeted for 10/5 but completed on 10/6; both dates will be shown. Within the calendar, results can be filtered down to view only items that interest you if you do not wish to see all dates. The initial iteration of this tool includes key dates from Accounting, Budgets and Payroll. The link to the calendar can be found in the “About” section of oir.uga.edu. The OneSource Service Desk is available at onesource@uga.edu or 706-542-0202 (option 2) to assist with any questions. A tutorial can be found in the Training Library.

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).

Are you a System Manager 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​.

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.

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.

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.

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.

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.

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.

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.

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. ​

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.

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 theUSG Webpage.

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.

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.

The enrollment period for the Shared Sick Leave Program is October 28, 2019 through November 8, 2019. In order to join, employees must have completed the provisional employment period, donated a minimum 8 hours (pro-rated based on full-time employment) and have a minimum 48 hours of sick leave as of 1/1/2020 (pro-rated based on full-time employment). If you are already a shared leave member, you are not required to donate again. Eligible employees will receive an email with additional information as well as the published  USG Webpage.

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 benefits 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. 

Be sure to attend the annual benefits fair Friday, October 18 from 10:00 a.m. – 2:00 p.m. in Mahler Hall at the Georgia Center. Representatives from each of the major benefits plans will be available. Free flu-shots will also be provided (UGA ID and Anthem or Kaiser health insurance cards must be presented). Informational meetings are also available:

Plan ahead for the Holiday schedule changes to the normal payroll calendar! In November, there will be normal pay schedules and deadlines; the monthly pay date will be November 29, the last business day of the month and a UGA holiday.

December payroll deadlines will be earlier for monthly and bi-weekly employees. For monthly employees, absences must be submitted and approved by 9 a.m. on Dec. 19 and the pay date will be Dec. 31, also a UGA holiday. For bi-weekly employees, timesheets that include time through Dec. 28 should be submitted and approved by noon on Dec. 23 and will be paid on January 3. Units may need to enter estimated time for Dec. 23 – 28 but employees cannot be locked out of timesheets. Kaba clock punches will continue to flow to timesheets. Detailed payroll calendars for HR Practitioners can be found on the Payroll Webpage.

The OneUSG Connect site will be unavailable Friday, December 6 at 5:00 p.m. through Tuesday, December 10 at 7:00 a.m. No USG employees will be able to login and access OneUSG Connect. Please plan around these times for recording time, leave requests, Manager Self Service actions and approval of time and absences. Employee Self-Service will be unavailable to update direct deposit, tax information, addresses, view paystubs, etc.

During and after the system unavailability:  Web Clock employees should record punches on a paper timesheet; managers will need to add these punches to the online timesheet. Pay from Schedule/Manual Time Entry employees should track time worked and record these hours. Kaba time clocks will remain available for regular use (punches will flow into OneUSG Connect once the system is back online). OneUSG Connect Benefits, Data Warehouse Reporting and UGAJobs will remain available. These systems will resume integrations on Tuesday, December 10^th.

Protected onesource.uga.edu webpages and documents will transition to the new production CAS environment, UGA Single Sign-On (UGA SSO) tonight, October 8th at 5pm. ​Once the transition is complete, the login screen will display the new UGA Single Sign-On Service. ​Employees will still login in with their MyID and password for all these systems. ​More information about UGA SSO, as well as a screenshot of the login page can be found at https://eits.uga.edu/access_and_security/uga_sso/. 

USG has posted a Known Issue about the State Charitable Campaign Program (SCCP). Certain employees are receiving an error message when clicking on the SCCP Tile in Employee Self Service​stating that “the State Charitable Contribution Program is not open for elections at this time.” It appears to primarily impact select non-UGA EMPLDs that don’t begin with 180. A workaround for this issue is to submit a paper form using the delivered packet or from the Campaign website.

As announced in the Admin Memo this week, around 3,000 jobs were identified for an increase effective 7/1/2019 for all of FY20. It is anticipated that the 10/11/2019 biweekly paycheck will be the first to reflect this pay increase.  The 10/31/2019 monthly paycheck will be the first paycheck to reflect this increase. The retro amounts back to 7/1/2019 will be included in these paychecks as well. All major units should be receiving their final lists of included employees by the end of this week and funding for FY20 will follow. These employees can view the increase in OneUSG Connect by logging on and choosing the Compensation History Tile. It will also be reflected in the Online Pay Advice.  Tutorials on navigating OneUSG Connect can be found in theOneSource Training Library. Please contact HR at hrweb@uga.edu or 542-2222 with any questions.

The Payroll Calendars for 2020 have been published on the Payroll website.​The deadline for entering time & absences and approvals for the biweekly pay period ending 12/28/19 is under review and may be subject to change.

Help spread the word! All employees are encouraged to consent for electronic delivery of 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, the W-2 will be mailed to the employee’s home address. Units can review which employees have consented to receive an electronic W-2 by running BOR_PY_YE_W2_CONSENT (requires Query Viewer access).

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.

Are you responsible for managing your unit’s funds? If you have any funds with Carry Forward, please review the recording of the October 3 Weekly Status Call for information on managing these funds, identifying deficits and processing corrections or transfers.

UGAmart tutorials have been added to the Training Library for Shoppers, Requisitioners and Approvers. This is a resource for both new and existing employees. Additional UGAmart training will continue to be developed and added to the Training Library.

The Entertainment Form has been updated and republished. For Payment Requests that pay a supplier for entertainment charges, the Entertainment Form is required to capture participant names/categories and their relationship to UGA. ​The Entertainment Form is not required for Expense Reports that include reimbursable entertainment amounts, because the Attendees’ section is used to capture participants and their relationship to UGA. ​

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.

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!

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).

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.

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.

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.

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.

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.

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.

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.

On 09/17/19, UGA reported to OneUSG Connect Support that the Change Funding approvals were not processing. Some changes had not been processed since 09/11/19. OneUSG Connect Support was able to resolve this issue the same day. Details on Known Issues are posted on the Known Issue Resource Page.

All employees are encouraged to set up electronic delivery for their W-2, so please help us spread the word! Follow the tutorial for entering electronic delivery consent through the OneUSG Connect Employee Self-Service site. Consent for electronic W-2 with the UGA legacy self-service site was not converted to OneUSG Connect. 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, the W-2 will be mailed to the employee’s home address.

If an employee separates from UGA (termination or retirement), they will NOT be able to access their W-2 through the OneUSG Connect Employee Self-Service site even if electronic delivery consent was set-up.  Before the separation date from UGA, the employee will need to access OneUSG Connect Self-Service and remove consent for electronic W-2.  If not, the former employee will need to contact OneUSG Connect Support to request to have the W-2 mailed.

We have been made aware of a Known Issue today where the most current personal service encumbrance data has not been messaged over from OneUSG Connect to the UGA Financial Management System. The new personal service encumbrance projection was completed on the evening of September 23 and is reflecting the new personal service encumbrance amounts in OneUSG Connect. However, the associated data has not been messaged to the UGA Financial Management System. Without the associated data, no new encumbrance journal can be generated or processed.

OneUSG Connect Support is aware of this issue and is working toward resolution. A Known Issue was published on 09/24/19. Details and updates of Known Issues are posted on the Known Issue Resource Page.

In addition to searching by the Funding Proposal (FP#), there are now options to search in the Grants Portal by Award ID (AWD ID#) or PeopleSoft Project ID.  Other search options include searching by Principal Investigator (PI), Sponsor Award ID and Sponsor name.  These search options can be found in the dropdown boxes on the Award Increments tab in the Grants Portal. 

Creating UGAmart Purchase Requests with sponsored or non-sponsored project funding? When a purchase request is created for a project, the FMS “Amount Only” PO checkbox must always be selected in UGAmart. If this does not happen, it can cause encumbrances to liquidate prematurelyin the Project Resource Table (not in UGAmart). This is related to the Known Issue titled “Reporting Discrepancies for Project Encumbrances,” which was posted on 06/07/2019. Training materials will be available soon in the OneSource Training Library.

Example: A purchase order is established on a grant for $50,000 with the quantity of 1. A payment is made for $10,000 with the quantity of 1. Because the quantity of the PO is satisfied, the UGA Financial Management System fully liquidates the encumbrance to $0 in the project reporting tables, rather than the $40,000 that is anticipated to show. Clicking the “Amount Only” checkbox when creating the Purchase Request in UGAmart avoids this issue.

The OneSource Service Desk is available at onesource@uga.edu or 706-542-0202 (option 2) to assist with any questions.

OneSource- UGA Financial and Budget Management System Upgrades

UGA’s Financial and Budget Management Systems have scheduled system upgrades this weekend. The systems should be available during the update process on Saturday, September 28.  Join us on this week’s status call for a sneak peek of the upcoming changes with the Financial and Budget Management release. The release notes will be published on the Roadmap Resource page and walkthrough tutorials will be available in the OneSource Training Library.

OneSource- Weekly Status Call and Open Office Hours Resume on Thursday

The Weekly Status Call and Open Office Hours will resume Thursday, September 26. If you don’t already join us for the Weekly Status Call, registration is always open! The weekly calls have been extended through December, so join us once a week for reminders, the latest news and to find out what’s coming ahead. Can’t make Thursday afternoon calls? The recorded meetings are posted within a few days on the Status Call Resource Page.  

Financials- Resolving Budget Errors Guide

Need help with resolving budget errors? The Quick Reference Materials for Practitioners are available in the Training Library, including a guide for Resolving Budget Errors.

Financials- New General Ledger Queries Available

The following general ledger queries are now available to assist in your financial accounting reconciliation efforts:

          UGA_GL_TRIAL_BALANCE: Provides summarized actual amounts by each chartfield combination within selected fiscal year, accounting period, and ledger. Useful for any kind of account; including assets, liabilities, fund balance, revenue and expense accounts.

         UGA_GL_TRIAL_BAL_ACCT_FUND: Provides summarized actual amounts by account and fund within selected fiscal year, accounting period, and ledger. Useful for any kind of account; including assets, liabilities, and fund balance, revenue and expense accounts.

        UGA_GL_TRIAL_BAL_DEPT_FND_ACCT: Provides summarized actual amounts by Department, Fund, and Account within selected fiscal year, accounting period, and ledger. Useful for any kind of account; including assets, liabilities, and fund balance, revenue and expense accounts.

One USG Connect- Requests for W-2 and Paystub

If an employee needs a prior year W-2 or paystub, please have them contact OneUSG Support via email at oneusgsupport@uga.edu or by phone at 706.542.0202 (option 1). These records are retained for five years from their issue date.

Paystubs after January 1, 2019 can be accessed directly by employees by logging into OneUSG Connect. Employees can view, print and/or download these documents while in OneUSG Connect. Tutorials for viewing paystubs for monthly employees and biweekly employees are available in the Training Library. Employees who prefer electronic delivery of their W-2, must provide consent within OneUSG Connect by December 31. Please help us share this important payroll information as calendar year-end is fast approaching!

OneUSG Connect- Time and Absence Approver Details

The Time and Absence Approver is not tied to a specific position and it does not update when employees terminate or transfer. Units can request updates to the Time and Absence Approver via Manager Self Service or if a bulk update for more than 50 employees is needed, the unit can submit a spreadsheet to oneusgsupport@uga.edu and the Time and Labor team will make the updates. 

Reporting- Project Status Report: Individual Employee Payroll

The most frequently requested improvement (by far) to the Project Status Reportis to reflect the individual employees who are paid or encumbered on each project and the respective dollar amounts. This information is now available on a new tab of the report called “Payroll Transaction List.” Screenshot-based training materials with this new functionality can be found here. It is important to note that this new tab will include numbers that are closer to real time than the other tabs, because it pulls directly from the actual payroll data.  After payroll runs, the amounts on the other tabs will typically “catch up” in 2-4 days as the data flows over to the financial system. It is our belief that providing this information in a single report is worth the learning curve of these timing discrepancies. Please email onesource@uga.edu with any questions you may have.

Reporting- SOP on Quarterly Review for Budgets

The first Quarterly Amendment Review (QAR) is due on September 27. To assist in understanding and best practices related to the QAR, a new Standard Operating Procedure (SOP) and QAR schedule have been published on the Budget Office Resources page. Additionally, a webinar will be held on September 24 at 1:30 p.m. (referenced below under training section) for those interested in further practical knowledge.

OneSource- No Weekly Status Call or Open Office Hours on Thursday

As a reminder, there will not be a OneSource Weekly Status Call or HR/Payroll Open Office Hours this Thursday, September 19. Both will resume on Thursday, September 26. If you don’t already join us for the Weekly Status Call, registration is always open! The weekly calls have been extended through December, so join us once a week for reminders, the latest news and upcoming announcements. Can’t make Thursday afternoon calls? The recorded meetings are posted within a few days on the Status Call Resource Page.  

Financials- New Request Form for AR/Billing

A new form in the OneSource Support Service Catalog has been created for Accounts Receivable/ Billing Module Charge Codes Request.Charge codes save time and reduce accounting errors by standardizing billing information, such as the description that appears on the invoice, unit of measure, price and accounting chartstring. Charge codes are the AR version of SpeedTypes or Accounting Tags and serve as short-cuts for entering billing line and accounting information in UGA Financial Management.

Financials- New Account Codes for Agency Funds

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 listed 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 details codes have been modified to reflect this change for revenue. Any new detail codes should include the appropriate account listed below.

Financials- New Request Form Available for Budget Override Requests

Financials- Review of UGAmart Approvers

Financials- Domestic Travel Lodging Policy Clarification

OneUSG Connect/Financials- Impact on Combo Codes

A checklist for best practices in inactivating chart fields is currently in development, but before requesting inactivation of a Financial Department ID and/or ChartField1​, please consider the impacts to Combo Codes used in OneUSG Connect. Prior to inactivating a Finance System chartfield value, the following tasks should be completed: ​

1)      Determine if there are any active combo codes with the chartfield value. If so, request they be deactivated via the request form.  Once the Combo Code is inactivated, it can no longer be used for funding a position or processing a Retro Distribution to correct payroll expenses that have already posted to the Combo Code. 

2)     Determine the positions funded by the inactivated combo code. Submit a Manager Self Service Change Position Funding Request in OneUSG Connect to fund the position from a different combo code.

OneUSG Connect- Payroll Paper Check Mailing

Mailing address does not affect where paychecks are sent. Paper Paychecks are always sent to home address, even if an employee adds a mailing address. Home address can be changed by the employee.​With the start of a new semester and new students coming to UGA, please advise your employees, as this can negatively affect employees that may have out-of-state or international home addresses.​All employees are required to be signed up for direct deposit within 30 days of employment. 

OneSource- Outlook Email Filters

Do you feel bombarded with the volume of emails? Check out the new tutorial to set up Outlook rules in UGAmail (online) to filter out certain emails. This may be useful if you receive a lot of approval notifications for OneUSG Connect or Financials and would like those all collected into one email folder.

OneSource- No Weekly Status Call or Office Hours on September 19

There will not be a OneSource Weekly Status Call or HR/Payroll Open Office Hours on Thursday, September 19. These will both resume on Thursday, September 26 as usual. If you don’t already join us for the Weekly Status Call, registration is always open! The weekly calls have been extended through December, so join us once a week for reminders, the latest news and to see what’s coming ahead. Can’t make Thursday afternoon calls? The recorded meetings are posted within a few days on the Status Call Resource Page.

Reporting- Known Issue Fixed: Indirect Costs in the Project Status Cube

Indirect Cost actuals will be back in the Project Status Cube in the Data Warehouse effective tomorrow, Wednesday, September 11. There has been a Known Issue posted for some time that Indirect Cost (Account Code 95xxx) actuals were not populating in the Project Status Cube. This issue has now been resolved, and you should see your IDC actuals moving forward. This will not change any filters or customizations you have made to your cubes. For questions, please contact the OneSource Service Desk at onesource@uga.edu.

Reporting- Project Status Report includes Payroll

Effective tomorrow, Wednesday, September 11, the Project Status Report (PSR) in the Data Warehouse has new functionality to drill-through further on payroll expense transactions to show the individuals that were paid on each payroll journal and the payment amounts. A couple of caveats: 1) This will only work for actual expenses (not encumbrance transactions) 2) This will not work for any conversion or legacy payroll data.

The Project Status Report (PSR) will also have a new tab called Payroll Transaction List. This tab shows payroll actuals and encumbrances for each person paid on a project. The ability to see who has been paid and who is encumbered by project is by far the most frequently requested enhancement for the PSR, so we are excited to introduce this new functionality! Important Note: The new tab pulls from OneUSG Connect data whereas the rest of the report pulls from Financials. Due to timing differences in the synchronization of these two systems, there will be periods where these tabs may show different amounts. The Training Library documentation will be updated. For any assistance, please email onesource@uga.edu.

Reporting- Known Issue Fixed: Encumbrances in the Reporting Cubes

Due to an issue with data load timing, the personal service encumbrance amounts between the Position Funding Cube and the Budget Status Cube in the Data Warehouse were different on Monday, September 9. Encumbrances were back in sync as of the morning of September 10.

Financials- Accounts Receivable Aging Reporting

Is your unit using the Accounts Receivable module in UGA Financials? The Accounts Receivable Aging report: (1) enables you to view the amount owed by all customers, including the length of time the amounts have been outstanding (unpaid), (2) ensures customers are paying invoices in a timely manner, (3) should be run and reviewed monthly in order to notify customers of overdue balances.

For a refresher, review the Working with Aging Reports, where we outline using (1) the Aging Detail by Unit report to see aged open balances for every customer and invoicein your business unit and (2) the Aging Summary by Unit report to see aged total open balances for every customer (no invoices listed) in your business unit.

Financials- Grants Management Survey

Financials- Budgets Quarterly Amendment Review

Financials- Data Warehouse Update

Financials- Reporting Known Issue for Project Encumbrances

Budgets Overview and Project Status Report/Cube are showing different PO encumbrance amounts for 625 projects, which causes reporting discrepancies in determining accurate “available to spend” balances on Sponsored and Capital Projects. Please note that budgets and actuals are not affected, only certain encumbrances. Cause: UGA previously did not have the option to create amount-only POs via the UGAmart integration. This caused a scenario where, for example, a PO had a quantity of one (quantity was required) and an amount of $10,000. If one was purchased for $5,000, the project tables would see one item purchased and one item budgeted and liquidate the encumbrance. The root cause has been resolved (quantity is no longer required), which resolves the issue moving forward. Work is now in progress to correct the remaining discrepancies. Use Budget Overview or the UGA_KK_PROJECT_BUDGET_BALANCE query. These read from the Commitment Control (KK) ledger, which does not use quantity for encumbrance liquidation.

Financials- Carryforward Funds Now Available

Carryforward Funds are now posted in FY20. Keep in mind that in the past, only the Budget was recorded to reflect the carry forward amount available. Central Accounting has now recorded the Actual Revenue amounts as FY20 entries. In addition, Actual Revenue amounts were recorded as FY19 entries (amounts from FY18) to ensure backward reporting.Units can see these entries in the Actuals carryforward account code (499100), as well as the typical Budget Revenue and Budget Expense entries. Details of this new process are found on the Chart of Accounts Resourcepage.

Note: Instructions on moving funds to different locations are forthcoming from Central Accounting. In the meantime, units should look for deficit Carry Forward balances. Move budgets and actuals to different chartstrings, if your FY20 actuals will not cover those deficit amounts. The goal is to not have deficits at the end of the fiscal year.

OneUSG Connect- Benefits: Dependent Verification

USG has decided to allow a grace period for submission of dependent verification documents. Employees should still try to meet the September 6 deadline. Central HR will have a list of employees who have not completed the process this week. Once Central HR reviews the list, we will decide on a plan to assist units in helping their employees complete the verification. More information to come!

OneUSG Connect- Payroll Overpayment Process

Occasionally we have employees that are overpaid. This usually occurs with a change in payment amount for employees, like the beginning of a term. If you have an employee in this situation, the Overpayment Instructions and Worksheet helps you walk through the following before processing an adjustment: 

(1)    Has the payroll payment not yet been paid to the employee (error discovered after payroll confirms, but before the pay date)? If not, complete an Off-Cycle Check Request to request to reverse the payment. Email form with subject “UGA Paycheck Reversal” to oneusgsupport@uga.edu.

(2)   Has the payroll payment already been paid to the employee? Complete the Overpayment Worksheet for the employee and send to oneusgsupport@uga.edu with subject of “UGA Overpayment.” Central Offices will review for job data corrections, compensation corrections, etc.

a.       Is a correction needed to leave and/or hours?

                                                  i.      Absence Management: decreases in leave paid (form will only be utilized if a substantial number of leave hours were paid in error).

                                                ii.      Time & Labor: decreases in hours paid (form will only be utilized if the adjustment goes back more than 28 days, otherwise the units should correct the hours).

b.      Central Payroll reviews the Overpayment Worksheet and will work with the unit on the overpayment calculations. Considerations made: 

                                                  i.      If the overpayment is for a terminated or inactive employee, Central Payroll will calculate the repayment due and respond back to the unit with the amount due from the former employee.

                                                ii.      If the employee is active and can repay in one payment, the overpayment will be processed as an adjustment on the next on-cycle payroll.

                                              iii.      If the employee is active and the adjustment results in a negative check, Central Payroll will set up “negative” Additional Pay over multiple checks.

If you need guidance on the payroll overpayment process, please email us at onesugsupport@uga.edu.

OneUSG Connect- Payroll for CURO Research Assistantships

UGA Honors notified units of the CURO Research Assistantships on August 23. September 30 is the HR/Payroll deadline to set up CURO research assistant positions. The compensation will be $1,000 paid over five pay periods from September 22 – November 30 ($200 per pay period). No hours should be entered on a timesheet by the students; Central Payroll will submit as additional pay. Any questions should be directed to oneusgsupport@uga.edu.

OneUSG Connect- Background Investigation Delays Update

Central HR previously communicated that the background vendor, Accurate, reported delays in reporting criminal history checks for Floyd, Henry and Macon counties in Georgia. The University System of Georgia (USG) has now provided a contingency hiring process for candidates impacted by these county processing delays. Central HR will work with candidates and units per the process laid out.

OneUSG Connect- Background Investigation Language

When additional information and review are required for a backgroud investigation that has been marked 'completed' by the vendor, UGA Central HR will provide the following language:

(examples: international searches, degree verifications, appeals, etc.)

Human Resources has received the Background Investigation Report. The report provided some information that Human Resources needs to verify with the applicant. Until this information can be verified for correctness, the background investigation is still under review. Thank you for your patience.

            The language will be added to the Hiring Proposal history tab and the Hiring Proposal workflow state will be changed to “further information needed.” However, this workflow state and language will not be used for a candidate who fails to sign the consent form in the Accurate portal.

Financials- Travel Reimbursement: Timeframe for Submission

The University System of Georgia (USG) process indicates that employees should submit travel expenses within 45 calendar days after completion of the trip or event. Reimbursable expenses submitted more than 60 calendar days after completion of the trip or event are taxable income per the Internal Revenue Service. This is not a new requirement, however, it may feel new because our legacy systems were not built to enforce the requirement and the new systems have this control built into the functionality. Additional information regarding taxable travel expense reimbursements is available at OneUSG Connect Standard Operating Procedures. Select Payroll Processing and view SOP_PAY_016: Taxable Travel Expenses Reimbursements (requires MyID login to view document).

Financials- Motor Vehicle Request

The University System of Georgia (USG) is implementing new procedures for motor vehicle requests to meet a new requirement established by the Governor’s Office of Planning and Budget (OPB). All new and replacement motor vehicles will require approval from the University System Office (USO) in advance of the submission to OPB. The departmental Fleet Manager and Senior Vice President/Vice President approval paths will not change in UGAmart.  The two new approval requirements will occur once the requisition arrives in Procurement. The Vehicle Request Approval Path Guide reflects the new process (steps 2 and 3) at the Procurement level.

USG will review vehicle requests on the 22^nd of each month and feedback and/or approval will be complete by the end of the month. We recommend planning for a 60-90 day approval process for common vehicle types on statewide contract. Any vehicle that is not on statewide contract (i.e., large cargo truck, garbage truck), will require competitive bidding and may exceed 60-90 days. Emergency requests requiring USO approval prior to the 22^nd of each month must be of a life or safety nature and are reviewable on an ad hoc basis.

Financials- Data Warehouse Known Issue Fixed

Financials- Department Effective Date Reflecting (or not) in Financials

OneUSG Connect- Onboarding Process and Communication to Applicants

OneUSG Connect- Automated Vacate of Positions within UGAJobs

OneUSG Connect- Holiday Hours Load

OneUSG Connect- First Year Odyssey Compensation

OneUSG Connect- Q&A Session with Benefits: 2020 Health Plan Premiums and Changes

OneUSG Connect- Assistance with Emergency Payroll Checks for August

We want to work with you to request off-cycle emergency payroll checks for errors identified with the August monthly payroll. Refer to the Off-cycle Payment Instructions and Request found on the Payroll Forms website. As additional support, Central Payroll will be offering special Open Office Hours for assistance with the emergency payroll check process on Wednesday, August 28 from 1:00 p.m. – 4:00 p.m. on the 4^th floor of Caldwell Hall (call-in number 877.848.7030; access code 8693480).

Note: Emergency checks require direct deposit. All bankable employee must have direct deposit. Currently, UGA has a direct deposit rate of 97.5%. Help us get that percentage to 100% by encouraging your new employees by sharing the Entering/Updating Direct Deposit Information training or the Quick Start Guides.

All suppliers must provide their legal name (Supplier Name) and some also provide a “Doing Business As” (DBA) name. Since not every record has a DBA (the majority do not), every record has a legal name and the Supplier Name is used primarily in modules like Payment Request. If you are having trouble finding a supplier name, there are tools to help you. You can use a query to search by name with details of Searching for a Supplier Address by Name or DBA Name in the Training Library or you can use the newly published Excel supplier list linked from the Quick Reference Guide for Practitioners.

As you are aware, the Budget Status Report (BSR) V2.1 was recently released in the BSR section of OIR’s Operational Reports page. On Wednesday August 21, we will roll out the ability to drill through from any of the BSR’s three views directly into the transaction log. The transaction log will remain available as a stand-alone tool, in addition to being available for drill through purposes. Tutorials for this new functionality will be available in the Training Library on August 21.

The new Asset Management(Property Control) section has three new queries, which are enhancements requested by you! TheProcurement section has five new queries.

The University is required to provide reports, on a budgetary basis, to the Board of Regents (USG) throughout the year. This reporting generally includes comparison of prior and current year data. Queries are pulled based on the “BudRef” year. When prior year’s BudRef dates are included on current year transactions, the current year’s activity will be included in prior year’s reporting. This can cause inaccurate reports, confusion and extra effort to identify the variances.Please remember to use BudRef “2020” on all transactions. GL journal entries with a BudRef year other than “2020” will be denied for correction.

Need help with transaction signs within UGA Financials? View the Quick Reference Guide for Transaction Signs from the list in the Quick Reference Materials for Practitioners.

FY19 is officially closed! Kudos for all your hard work! Central Accounting will have “lessons learned” from their financial analysis to share with campus in the coming weeks.

To provide support for the return of faculty, staff and students on campus at the beginning of the academic year, the OneUSG Support Center will extend business hours from Monday, August 12, through Friday, August 23, from 8 a.m. – 5:30 p.m. To reach the call center by phone, call 706.542.0202 (option #1) or email oneusgsupport@uga.edu.

Payroll has posted the FY2019-2020 calendars (both academic and fiscal) on the Payroll Calendars page. The academic calendar includes the number of days per check along with the end date for each period. This will enable units to explain how checks are calculated if the faculty’s start date is after the first day of the semester or before the end of the semester. Central Payroll is ensuring the payroll calculation is correct for late start and early termination dates for academic faculty in 18F and 18P pay groups. The fiscal calendar reflects 2096 hours for budgeting purposes and 2080 hours for the OneUSG Connect hourly base rate.

While the updated Estimated Monthly Payroll query gives you a clearer estimation of payroll costs,180_PY_FUNDING_BY_DEPTID_RUNID does not recognize Short Work Break dates, which may overstate the estimated earnings. Please remember this as you work with the data extracted from this query.

We wanted to share that the Compliance Component report available to System Managers has been updated to include only current reported time that needs to be approved. As a reminder, Managers or Time Approvers need to be clearing any time not approved during the normal process by following the Approving Time in the Compliance Component Tutorial. 

Wondering when paystubs become available prior to payday? Biweekly employees can see their paystub two working days prior to the pay date. Since all pay dates are Fridays (except any holidays), typically the paystub can be viewed on the Wednesday prior. Monthly employees can typically see their paystubs four days prior to the paydate to allow for weekends and the variable day of the paydate.

Central HR has been notified by the background vendor, Accurate, that we can expect delays in reporting criminal history checks for Floyd, Henry and Macon counties in Georgia. Currently there is no estimated resolution date, but background clearance of any new employee who lists one or more of these counties as a place of residence will be delayed.

August monthly payroll processing has begun and August paysheets will be available by 9:30 a.m. on Wednesday, August 21. After reviewing your Validate Monthly Pay query for your unit, you can reach out for assistance with your final payroll changes. OneUSG Connect and HR have set special open office hours to support you in this very important payroll validation.

• Wednesday, August 21 from 1:00 p.m. – 4:00 p.m.
• 4^th floor of Caldwell Hall
• Call-in number 877-336-1831; access code 5815502

We listened and have updated the OneUSG Connect “go-live” employee checklists to “new employee quick starts” for each pay group as listed below. These online, printable Quick Start guides can be found in the list at the left in the Faculty Staff Guide. If you want an editable version, please email us at onesource@uga.edu .

·         Faculty Quick Start

·         Graduate Assistant Quick Start

·         Monthly Quick Start

·         Biweekly with Benefits Quick Start

·         Biweekly without Benefits Quick Start

·         Biweekly Staff Time Entry Quick Start

To update an employee’s directory phone number, please email oneusgsupport@uga.eduwith a subject line of "Business Phone Number Update" and include the employee’s name, EmplID and new business phone number. The request will be processed by Central HR; distributed units currently cannot edit this specific information directly in the system. (Our apologies for this error in last week’s tip that indicated the address was hrweb@uga.edu).

We encourage units to review and confirm the status of Graduate Assistantship payroll from Tuesday, August 13^th to Thursday, August 15^th. With thousands of your changes uploaded during the weekend of August 10^th, ensuring that all remaining data is accurate before the creation of paysheets is our number one priority. Units are encouraged to join us at the HR Open Office Hours (info below) if they have any questions or concerns.

To ensure a smoother transition for these students whose compensation may be changing, please share with them the University of Georgia Graduate Assistantship Payment Plan, which allows a student on a graduate assistantship to defer payment of the current term’s tuition and fees, health insurance, and parking permit. The deferrable balance is calculated after all actual and expected financial aid is applied to the student account. Under the payment plan terms, the deferred balance is due in equal installments throughout the semester.

UGA policies and procedures must align with Board of Regents, state and national laws, guidelines, and policies and procedures. Section 4.2.1of the USG Business Procedures Manual (BPM), provides procedures and document requirements for travel. The policy indicates the reimbursement form can be modified without prior approval of USG; however, it must include all required elements as in the original form. Their Standard Business Travel Forms show that all expenses, not just lodging, are to be itemized by date and type. We plan additional discussion with state officials to gain a better understanding around the need for itemization. Based on some initial research, it is common practice at other institutes of higher education to itemize lodging and other travel expenses. Benefits include the approver’s ability to see individual expense lines by day and UGA can accurately report daily expenses for each traveler, if the data is collected in that manner.

To assist travelers with data entry, the system allows you to quickly copy expense lines to pre-populate lodging rates for additional travel days. The OneSource Training Library includes training for Copying Expense Lines.​

Once your case/ticket is resolved or closed, please do not reply to say “thank you” or add a remark in a response if that’s all you are providing. For the OneSource Service Desk (onesource@uga.edu) ticketing system (TeamDynamix), this causes the ticket to be REOPENED. Central units must then spend time re-closing tickets when we could be answering your other questions.

If you do have further questions about a resolved/closed ticket:

For onesource@uga.edu tickets: You can reply to the email associated with that case and the ticket will be reopened appropriately. Please do not send a separate email as that opens a new ticket and the history is not included.

For oneusgsupport@uga.edu tickets: There is a specific link in the top of the notification email that you need to click to re-open your ticket. Responding to that system via email does not reopen the case and your comments will not be seen. The resolved details are usually halfway down in that notification email.

Check out the new Transaction Correction Method by Journal Source job aid, which is organized by Journal ID and Source.  The query UGA_GL_LEDGER_DETAIL_POST_DT in the Financial Management System can be used to see what has posted to a chartstring.

Central Accounting continues to work on closing FY19.  Financial statement analysis has identified a number of incorrect chartfield combinations and improper use of various chartfields, which in some cases, have resulted in unnatural balances on balance sheet accounts which must be corrected. We will communicate to the OneSource listserv as soon as we have completed the year-end close. The analysis has uncovered many “lessons learned” and in the coming weeks, we will share these lessons with you.

Help us help you! Click here to access our new request form and ask the Training Team to edit existing training materials or add new topics. It can also be found on the main OneSource Training Library page.

The Invalid Funding Report now provides a Comma Separated Value (CSV) output file that does not require additional formatting when the Combo Code field is blank. This type of file can be easily read by Excel. On a new Run Control ID, change the format from PDF to CSV (on the Process Scheduler Request screen) when running the report. With this modification, the pay group column is now the 4th column on the report. All other columns remain in the same order.

The Commitment Accounting queries in OneUSG Connect that use fiscal year are defaulting to 2019, which can produce incorrect results. Until these query defaults are updated, when running queries that include fiscal year, be sure to change to 2020 to obtain current data!

Please be extra careful  when an employee has transferred from your unit to another unit on campus. When you adjust their permissions in Financials, do not remove any department approval structures already in place for the employee’s new unit. This is especially important if you had any delay in removing your former employee from the approval structure. You can accidently remove the new security levels that have already been set for the employee for their new unit. Thanks to S.C. for this tip!

We process less than 1% of all payroll as off-cycle or emergency checks, but when you need that process, you really need it! The process has been streamlined. The Off-Cycle Payment Request form and instructions can be found on the Payroll forms page. The Off-Cycle Payroll Schedule is posted on the Payroll calendar page. 

UGA Training Library:This tile takes you right from OneUSG Connect into the OneSource Training Library. Want to keep up with the newest additions to the Library? Check out the Library Update Log.

State Charitable Contributions:This tile will not be active until UGA begins the annual Campaign for Charities in the fall. This new process will replace the web-based enrollment system used in prior campaigns. Paper forms will still be available.

For adjusting any FY20 graduate assistantships not addressed in July, please use the August Process Guidewhich includes instructions for using the workbook or editing positions one at a time. The Graduate Assistantship Workbook was updated on July 12^th to a new template and is due Tuesday, August 6^th at 10:00 a.m. Join us for the HR Open Office Hours if you need assistance with this process.

All time entries that are not approved by the biweekly payroll deadlines areautomatically “batch approved” to ensure that employees are paid for the period. All batch approved entries then go into the Compliance Component within OneUSG Connect and require approval (after the fact) by the Time and Absence Approver or the Reports-To Manager/Supervisor. USG has already cleared all time prior to 07/01/2019. Going forward, please ensure that if the payroll approval deadline is missed, that you then review and approve the employee’s time in the Compliance Component.

How do you know if you have any time to approve in the Compliance Component?

Time Approvers and Reports-To Manager/Supervisors can use the steps outlined in the tutorial for Approving TL Compliance Data as a Time & Absence Approver. 

  System Managers can run the Batch Approved RPTD query in the Reporting Center and notify approvers to take action.

Central Payroll will also begin reaching out to units to request managers to approve any time that has been picked up in the batch approvals since 07/01/2019.

Conditions: The following guidance applies only to Pending Awards for existing projects (i.e., project already has chartstring established in the financial system, etc.).  For new Pending Awards, the process remains unchanged.

New process: Moving forward, to submit a Pending Award on an existing project, simply submit a modification in the Grants Portal under the type “Other.” Tutorial here.  

No Additional Budget Allocated: This means there will no longer be a budget allocated to existing Pending Awards. We will only allocate the budget when the award arrives. However, we will remove the budget control to allow spending beyond the existing award amount until the new award is received at UGA.  At that time, we will distribute the budget consistent with the award and put the budget controls in place. This process change will align Pending Awards for existing projects to the process for Pending Awards on new projects. 

Continue to submit the AARF:  Units should continue to submit the signed Administrative Action Request Form (AARF).

 If new chartstring: If the project requires a new chartstring (i.e., carry-forward restricted, option funding, etc.), the new chartstring will be visible in thecomments section on the modification check sheet and in the Financial Management System.

What happens if you missed paying an employee during the summer academic payroll process?

There are two options to submit “missed” monthly pay for a prior month: 1) Submit a Summer Pay Change Form as an addition for the next monthly payrun 2) Request an Off-cycle Check  payment. Important note: Submit these forms/requests as soon as the missed pay is realized to ensure ​year-end payroll and W-2 processes are not affected and employee W-2’s are not delayed.

OneUSG Connect payroll charges: If you need to adjust prior fiscal year (FY19) grants related to OneUSG Connect payroll charges, please submit a direct retro request.

Legacy payroll charges: If you need to adjust prior fiscal year grants related to Legacy payroll charges, a Finance general ledger journal entry should be submitted.

DSS Deferred Revenue for FY19 has already been posted to FY20 revenue in the 2020 actuals ledger. If there have been changes or additions in financial departments for FY20, please check the actual revenue postings to ensure that they are recorded in the correct department. If corrections to new department chartstrings are necessary, units will be responsible for making these adjustments through a GL ledger journal entry.

If you have not already included these revenues in your FY20 budgets, you will need to create budget journals (DEPT_REV and DEPT_CHILD) to increase your budget for these funds. If you have already included these in your FY20 budgets, there is no additional action needed on your part.

The status of BI’s are kept up-to-date and can be viewed by hiring units in UGAJobs.

For more detailed status updates, units should contact their candidate, who can view their own status in the Accurate portal.

Candidates have ten calendar days from the date of the order to complete the forms before Accurate cancels the BI request.

To avoid investigations being canceled, units should follow-up with candidates until all necessary actions have been completed within the Accurate portal. ​

Candidates should be on the lookout for emails from Accurate during the BI process. ​
Candidates should not assume the process is complete after they have completed the initial forms in the Accurate portal and received a confirmation.

 If a candidate has lived in multiple places, there is a possibility that additional consent forms may be required in the Accurate portal. ​

Timely completion of the background investigation depends on the candidate and vendor working together.
​
University System of Georgia (USG) Background Investigation Policy

OneUSG Connect Release 5.11 is currently scheduled for July 26, 2019 (system will be unavailable from Friday, July 26, 2019 at 11 p.m. – Saturday, July 27, 2019 at 7:00 a.m.). Important note:Web clock and manual time entry employees will need to use a paper timesheet during this timeframe. OneUSG Connect Benefits and Time Clocks will still be available.

Have you seen the new Training Library update log?  This page lists new, updated and deleted training materials.  The update log is also a good place to track when webinar recordings are posted and when new job aids are available.

As announced in spring and starting July 1, 2019, UGA will be adjusting the payroll cycle for graduate assistants to ensure that all graduate assistants are treated consistently with the payroll cycles for regular employees, as well as, to conform to payroll cycles used by OneUSG Connect. As departments transition their assistantships, one consideration is that payroll will encumber through June 30^th, 2020. The alternate funding options published for special projects can also be utilized for graduate assistantships.

We had a number of changes in the Financial Departments tree/hierarchy for FY20 and our various reporting solutions reflect these changes in different ways. There are new queries in financials to find the old and new structure: the Data Warehouse cubes reflect both structures and Simpler and the Budget Management system reflect only the new organization/tree for FY20. A quick reference guide is available in the Practitioners Area of the Training Library.

Now that compensation is set for FY20 from the Budget Planning and Salary Setting (BPSS) process, we want to make sure you are aware that “merit” compensation changes cannot be accepted at this point in the fiscal year. System Managers in OneUSG Connect should select “In Range Adjustment” from the drop-down box instead. Any “merit” comp change received by Central HR will be returned to the initiating unit to be revised.

Month End Close Procedures covers the requirements for the financials month end close.

• Wednesday, July 24, 8:30 a.m. - 10:00 a.m. Click here to register 

Help us remind all employees to completely sign out of OneUSG Connect under the “Actions List” when finished with the system. Many employees are just closing the browser, which does not end the session and may cause slowness to the overall system. For more information, see the “Signing In and Out” tutorial in the OneSource Training Library.

As part of the monthly updates to the Budget Management System on July 15, a new folder called “Report” will be introduced to replace use of the existing “UGA Reports” folder. This new folder will have the same reports as “UGA Reports”, but adds BudRef, a previously unused field in Budget Management. The “Report” folder will also have a new subfolder within the BPSS folder called “FY20 Static Report,” which will look at the BOR approved BPSS data and can be used for verification of FY20 original budgets. “UGA Reports” will still be available and can be used to view static FY19 data.

Effective 7/1/2019, UGA Central HR is utilizing Multiple Components of Pay (MCOP) to separate administrative and special chair supplements from base salary.  This will allow departmental reporting of supplemental amounts through OneUSG Connect.  Full implementation of MCOP, which includes the transition of additional pay items (e.g. car allowance) and updated forms using Manager Self Service (MSS), will be delayed until calendar year 2020.

The work was completed on Friday, June 28 to make the most current version of the department security tree available in the Position Funding cube. That tree is now in production, so it is currently displaying the updated version when you select that dimension (DEPTSECURITY) in the cube.  This dimension was used previously, but now displays the FY20 tree structure.

Steps to clearing Personal Service Expenses that posted to the Suspense Combo Code include:

Enter funding for the position via Manager Self Service Change Position Funding so that future payroll expenses will not be charged to the suspense combo code.

Review the Decision Matrix to determine if a Direct Retro is needed to remove the payroll expenses, that have already posted, from the suspense combo code on to a valid combo code

If a direct retro is needed, please refer to the request template and instructions.

Have you created a new Financial Department or are considering one in the future? There are various items, including permissions, approvers, etc. to consider when creating these. We have put together a checklist to help guide you through some things to consider. The link to the New Department Setup Checklist has been added to the list in the Quick Reference Materials for Practitioners.

As we move into fall, please join us for the Weekly Status Calls every Thursday at 1:30 p.m. starting July 11^th. Weekly Status Calls are one of the primary ways to keep up with OneSource areas, both Finance and Human Resources.

Everyone needs to re-register! Find the registration link and schedule on the Status Calls Resource Page.

Some units organize a local “listening party” to gather, listen together and discuss internally after the call. Remember, the presentations and recordings are also available on the Status Calls Resource Page usually by Monday the following week.

In light of the new UGA systems and as a guide for departmental exit procedures and  processing employee terminations, the Faculty & Staff Separation Checklist has been updated and can be found in the Forms Library.

Human Resources is preparing to update the minimum hourly rates effective 7/1/2019 for temporary employees and student employees who are currently active in OneUSG Connect.  This minimum hourly rate increase process only impacts temporary employees and student employees whose hourly rates are below the new minimums effective 7/1/2019. The new minimums are as follows:

The 7/1/2019 minimum hourly rate for temporary employees is $10.25 per hour.

The 7/1/2019 minimum hourly rate for student employees is $7.75 per hour.

A direct email distribution was made to unit HR Liaisons on Monday, July 8^th with SendFiles worksheet attachments to be utilized by units for validating and requesting the updates to the new minimums. Worksheets are due by Wednesday, July 10^th at 12:00 p.m. via SendFiles to Russ Ramsey at rramsey@uga.edu. Questions should be directed to hrweb@uga.edu.

If you have additions needed for summer payroll (Maymester or June), these requests are also due with the July changes by Friday, July 19^th. If requests are made by this date, Payroll will work closely with OneUSG Connect Support to get the requests processed for payment in the July payrun. Procedures and the Summer Academic Change Form are available on the Office of Faculty Affairs pages.

Summer pay for July must not be more than allowed on Summer Pay Calc query.​Employees must currently be in the status returned from Short Work Break with $0 comp. If not, employees could be double paid.​

Beginning Monday, July 15th, the bi-weekly absence calendar will close at 10 a.m. This aligns with the biweekly time approval deadline that was already set at 10 a.m. We will gain an additional hour to enter and approve absence requests.

Beginning July 1st, charges to be included on a sponsored project final invoice/report need to post to the project within 45 days after the project has ended. In cases of sponsor final deadlines less than 45 days, an 'Adjustments on Finals Request Form' should be completed and submitted to Sponsored Projects Administration (SPA). This form and other additional information can be found at https://spa.uga.edu/forms-policies/. If you have any questions, please reach out to your SPA billing team member.

Financial Management System queries will be adjusted over the next few weeks to reflect the new fiscal year/budget reference by default.

For units that have FY20 department tree changes:

Changes went into production on Wednesday evening, June 26, to prepare for the financial budget load.

Cube users noticed changes last week that allow a choice of  trees in this way.

Simpler users should see the FY20 tree now as well.

The Budget Management System will adopt the new FY20 trees the weekend of July 13th during the normal monthly update schedule.

We don't yet have an official update on the position funding cube for HR Department tree changes. 

As mentioned in the June 20th Weekly Status Call, a template is available for continuing Graduate Assistantship positions. This template should help reduce workload by allowing a number of changes to be requested at once, including: adjustments to standard hours, establishing the starting payroll date (for students on Short Work Break for the summer) and compensation increases to allow for minimum compensation rates and for the allowable 2% increase. Funding changes can be processed at any time as needed and therefore are not included on the template. To ensure funding does not encumber for dates later than 06/30/2020, use the encumbrance guidelines for soft-funded positions noted above.

There is a known issue that payroll encumbrances can tie-up project budgets when a project end date extends beyond the date for which we actually have funding. This is particularly challenging for soft-funded positions. Please refer to guidance and interim solutionsfor suggestions on handling this issue.

The OneSource Teams have started the manual data entry processes to add administrative and other supplements to OneUSG Connect. System Managers who are querying compensation amounts should be aware that the target date to have this work completed is July 5th. 

OneUSG Connect has notified UGA that FY19 position funding changes can no longer be submitted through Manager Self Service Change Position Funding.  If FY19 position funding changes are needed to trigger a budget retro, please send the funding request to the OneSource Service Desk at onesource@uga.edu.

Please submit the request with a title of ‘FY19 Change Position Funding’ and provide the following information in the request:

• Position Number 
• HR Department 
• Effective date of the position funding change 
• Combo code and percentage distribution to each combo code 
• If fringe benefits should be charged to a different combo code than earnings, please provide the fringe exclusion group and fringe re-direct combo code
  

Central Commitment Accounting will key the funding change directly into OneUSG Connect.  The last day to submit an FY19 position funding change request is July 5th. Please note this applies to FY19 position funding changes. FY20 position funding changes can be submitted via OneUSG Connect Manager Self Service Change Position Funding.

July 1st through noon, July 12th, you will be able to make FY19 corrections for ALL modules, except OneUSG Connect, with a GL Journal Entry. The noon, July 12th deadline includes the journal entry being approved through all levels of departmental workflow. All GL journals processed through this time period, for FY19, should be dated June 30, 2019.  Please refer to the Year End Journal Entry Preparation instructions under the “Additional Links” section. 

You can still make OneUSG Connect payroll accounting distribution adjustments through  Friday, July 5th with either a direct retro or budget retro request. More information can be found on the Direct Retro Request form. 

Reporting tools and resources provided throughout the fiscal year should be used to balance your funds. If you have any questions, please contact Darlene McConnell at Darlene.Mcconnell@uga.eduor 706.542.6874.

The June biweekly payroll with a paydate of July 5th will not post to FY19 until after July 8th. The current payroll encumbrances will remain until the actual payroll expenses post after July 8th. Keep in mind that the actual payroll expenses may differ from the encumbered amount, due to an encumbrance being a projection.

FY20 personal service encumbrance posting will begin over the July 21stweekend and will be updated on a weekly basis in FY20. This will allow units some time to establish and change funding for the new fiscal year, including the soft-funded position and graduate assistantship options mentioned in these tips.

Special Note:Remember that the Budget Salary Setting (BPSS) calculations were processed on 2080 hours, not the 2096 that will be worked in FY20, so the bi-weekly account code (522100) budget will be 0.769% less than total compensation.This information was also included in the FY2020 Budget Development Salary Increase Calculations located in the BPSS portion of the University Budget Office Quicklinks page. 

Within the Financial Management System, encumbrances related to purchase orders will not zero out and convert to liability.The encumbrances will instead remain and be reflected in the budget balance.

For FY20, UGA Central Accounting will record actual revenue amounts for departments that have carry forward from FY19! Departments will be able to see these entries in the carry forward account code (499100), as well as the typical budget and expense budget entries. These entries should be available in early August. This new process should increase visibility and understanding of available funding. 

FY19 general ledger journals may be submitted through July 12th in order to balance funds for the fiscal year. However, these journals MUST be dated 06/30/2019 in order to post in FY2019.

In the FY2019 Financial Closing Schedule, the published date for June month-end processing is July 19th, which means all journals must be posted to the general ledger by this date for FY2019.

The OneSource Team will continue to offer open office hours into Fall for guidance on HR/OneUSG Connect. Team members will be available to cover questions regarding UGAJobs processes, graduate assistantship continuations, changes for monthly staff compensation or percent time, funding changes, terminations and transfers, etc. No registration is required.

Each Thursday from 3:00 p.m. – 5:00 p.m.

4th floor of Caldwell Hall 

Call-in number: 877-336-1829 access code: 7969992

In the OneUSG Connect System Manager Reporting Work Center, there’s an existing query that can be run to populate the summer template. Due to the budget load, this query is reporting $0 compensation rates. As you continue to work on your summer payroll templates, please know that we are working on replacing the query in the work center. This should be completed soon. If you need data immediately, please contact payroll@uga.edu and a Payroll representative will assist you.

In July 2018, UGA discontinued monthly effort certification (ePAR process) and replaced it with an annual payroll certification. Certifications will now be completed only by Faculty PIs, as opposed to all project team members. These process changes will eliminate thousands of hours of administrative burden each year for faculty and staff.

Starting this week, PIs will receive emails prompting them to certify that FY19 payroll for their project teams was “reasonable for the work performed.” This is a catch-up certification for FY19 only. Subsequently, PIs will be prompted to certify annually at their project anniversary.

The deadline for certification is July 15, but we strongly suggest certifying by June 30 wherever possible, due in part to the following bullet.

If corrections are needed for payroll charges in legacy, those need to be processed via a FY19 GL Journal, which must be in the approval workflow to the Accounting Department by noon, June 28, 2019. There is also an emergency adjusting period until July 8th. Journals after this date will hit FY20 funds.  The Direct retro or Budget retro deadline, for HCM payroll corrections, is July 5th.

A walkthrough of the certification process can be found in the Tutorial published here and in this job aid. If project payroll is inaccurate, additional guidance is being shared through the RADG and other listservs regarding action needed from business and financial staff.  There is also a guide for business managers available.  Feel free to contact the OneSource Service Desk at OneSource@uga.edu, or 706-542-0202 (option 2) with any questions about the certification process.

In the OneUSG Connect System Manager Reporting Work Center, there’s an existing query that can be run to see position funding by fiscal year.  Users can find the query “Funding for Position and Employee” under Commitment Accounting.

System Managers can now see FY20 position funding and begin to make changes. More information about FY19 and FY20 position funding and adjustments can be found in the June 20^th Weekly Status Call.

As we move into fall, please join us for the Weekly Status Calls every Thursday at 1:30 p.m. starting July 11^th (no calls 6/27 or 7/4). Weekly Status Calls are one of the primary ways to keep up with OneSource areas, both Finance and Human Resources.

Everyone needs to re-register! Find the registration link and schedule on the Status Calls Resource Page.

Some units organize a local “listening party” to gather, listen together and discuss internally after the call. Remember, the presentations and recordings are also available on the Status Calls Resource Page usually by Monday the following week.

On Wednesday, June 26^th, the financial department hierarchy will be updated in the Data Warehouse Cubes to accommodate changes needed in preparation for the FY20 budget load. If you use these cubes, please plan to review your filters on Thursday.

Specifically, the filters for financial departments will be updated.  This will reflect the department adjustments from Budget Reference FY19 to FY20, an example of how this will look is here.. Other filters may also change and should be reviewed.  Additional information and training materials will be available soon.

Bi-weekly Payroll has early cutoffs due to the July 4th holiday. The June 16 - June 29 payroll will be processed on June 28^th. June Payroll dates flyer

June 28th at 9 a.m.– Absence approval deadline. Any absence entered or approved after 9am on June 28 will not be paid until the next on-cycle payroll on 7/19/19.

June 28th at 10 a.m. – Time approval deadline.  There will be an opportunity to make urgent changes to hours reported until 10 a.m. on July 1, 2019. These updates can be made to hours reported only, not to absences. Supervisor guidelines are in the OneSource Library.

Estimated Time will differ based on Time Entry Method

Kaba Clock and Web Clock: Employees can continue to clock in/out on June 28th and June 29th. No estimated time is needed. Central Payroll will batch approve these hours at 10 a.m. on July 1st.

Pay From Schedule/Manual Time Entry: Employees should estimate their time for Friday, June 28 and Saturday, June 29. The estimated time should be entered and approved by 10 a.m. Friday, June 28.

Accounts Receivable

DSS related – Goods have been produced and sent to customer or services have been provided but payment has not been received.

Conference/workshop accounts – Services have been provided but payment has not been received.

Deferred Revenue

DSS related – Pre-payments have been received for the creation of a good or payments in advance of a service being provided have been received.

Conference/workshop accounts – Pre-registration fees have been received prior to the conference/workshop being held.   Outstanding invoices from a conference/workshop that has been held are still outstanding.   In this case the revenue to pay these invoices needs to be deferred until the invoices are received.

Additional information about setting up Accounts Receivable and Deferred Revenue can be located at:

DSS Policy:https://policies.uga.edu/pdf/departmental_sales_and_services_accounts.pdf

FY19 Year End Letter - https://busfin.uga.edu/accounting/yearend.pdf

Deferred Income request letters:https://busfin.uga.edu/accounting/accounting_forms/

Units using the AR/Billing modules in UGA Financials should ensure that all bills and accounts receivable entries are finalized by June 27, 2019.

Contact Darlene McConnell (darlene.mcconnell@uga.edu  or 706-542-6874) with any questions.

Review general ledger transactions throughout the month of June.  Don’t wait until the end of the month when year-end duties will take precedence.

Utilize the general ledger query UGA_GL_LEDGER_DETAIL or UGA_GL_TRANSACTIONS. 

Utilize pivots or filters to easily look for oddities or variances in chartstrings:

Fund/Class combinations

Fund/Revenue Account combinations

Asset (1xxxxx) or Expense (5xxxxx-9xxxxx) accounts with negative balances (-)

Liabilities (2xxxxx) or Revenue (4xxxxx) accounts with positive balances (+)

Large dollar transactions that have been posted to an incorrect department

A tutorial is available in the training library that provides additional areas that you may want to include in your review and analysis.

The Useful Reports for Year End webinar was useful for many folks. Resources from that webinar are in the Training Library including a Job Aid / Cheat Sheet of reports covered.

The OneUSG Connect encumbrance projection for personnel services did not process successfully on Sunday, 6/16/19, which has resulted in zero personal service encumbrances in both OneUSG Connect and the UGA Financial Management System.  We are working with OneUSG Connect teams on this encumbrance projection and the subsequent encumbrance entry to post to UGA Finance. Updates can be found on the OneSource Known Issues page.

As of Friday, 5/28/19, the UGA BOR policy for the temporary positions with non-business areas of trust allows for institutions to waive the background investigation, much like student positions.

Since the background investigation is a primary method of collecting SSN and other key data elements, with this change, Central HR will still need to collect this information prior to entering new hires to the OneUSG Connect System.  These employees will be given a minimum 5 days for a start date from Hiring Proposal Approval to OneUSG Connect.

If any data is incomplete, immediate outreach takes place to resolve any issues with the employee. If Central HR cannot connect with the employee or unit to verify, this will impact processing and start dates.

Department/Position Information

Last day worked

If the employee is on leave (and the applicable leave dates)

If you are aware of a transfer to another UGA unit and/or USG institution

If any information is incomplete or incorrect, Central HR is unable to override the form.

The form will then be denied (returned back) for the unit to resubmit.

Available in the Forms menu, in the same place as the Security Request Form.

This is needed as we cannot continue to process the $.01 transaction as an Ad Hoc Salary change. These transactions will be denied.

A tutorial is available in the Training Library HERE.

Need to see more details related to your FMD Work Order charges?  You can use the query UGA_GL_AL_AIM FMD/AiM Accounting Lines.  You can query using the Journal ID or Work Order number.

FMD also has a website Financial.fmd.uga.edu to look-up charges.  You can also reach out to the FMD Business Office at 542-7417 if you need more information.

Simpler data apps for use with the UGA Financial Management System have been updated.  As a reminder, you must be logged into VPN02 in order to access Simpler.

You may access it using the same log in as you currently do for legacy Simpler data reporting at simpler.uga.edu.  Once you have logged in, select “PeopleSoft Financials” to access the new Financial Management System data in Simpler.

Coming soon! The homepage for Simpler will be “flipped” to present the new data apps first. There will be a link to allow you access to legacy data under “Legacy Reports”.

Two interactive webinars have been scheduled to review the updated Simpler apps. Registration is available on the OneSource Training Resources page or at the links below under Training.

Central HR and Payroll Offices are currently reconciling any comp-time pay outs and absence requests processed by departments to the employee’s comp balance.

If any discrepancies are found, we will notify the unit for the additional hours to be paid.

Reconciliation items may be processed on the second biweekly payroll in June with a pay date of 6/21/19.  

User Guides (position management, postings and hiring proposals, etc.): https://hr.uga.edu/supervisors/employment-administration/post-a-uga-staff-position/

Recorded Training Sessions & Tutorials in the Training Library under OneUSG Connect (topics > UGAJobs)

By appointment for units and/or individuals, by reaching out to hrweb@uga.edu to schedule.

Available for questions at the weekly OneSource Open Office Hours:

Thursdays 3:00-5:00 p.m. at Caldwell Hall, Room 410. 

System Managers can now go into OneUSG Connect and update their employee's Campus Address.

A tutorial is available in the training library that demonstrates this process under the System Manager section here.

NOTE: We are currently working through the process of how to add additional building codes and will communicate that as more information becomes available.

Go to the OneUSG Connect home page and click on Employee Self-Service at top of screen

Click on the Taxes tile

Click on W-2/W-2c Consent

The W-2/W-2c Consent Form page will show current status of No consent received or Consent received.

Check the box to add or withdraw consent.

An email will be distributed from donotreply@usg.edu as confirmation of the consent authorization/withdrawal made by the employee.

A tutorial on how to request electronic delivery of W-2 is in the Training Library.

On Tuesday, May 28^th, a workshop was held to discuss the Position Funding Cube and provide a demonstration of some of the ways the cube can be used.  A recording of the workshop can be found here.  Please contact Laurel Palmer (lpalmer7@uga.edu) if you would like to request a copy of the cube demonstration examples.

Clarification: All changes made in HCM to position funding will be reflected in the cube. However, changes made to legacy data in UGA Financials via GL Journal will not update the cube data because the legacy data is static.

Cube-based reports will continue to be a cornerstone of UGA’s reporting offerings moving forward.

You can access the workshop materials, including the recording and a tutorial walkthrough of the cube, in the Training Library here.

As you may have heard, the OneSource team did an upgrade to the UGA Financial Management System the weekend of 5/18.  While you should clear your web browser's cache, cookies and history periodically in order to prevent or resolve performance problems, it is best practice to ensure these steps occur after a system upgrade.  The browser cache is a temporary storage location on your computer for files downloaded by your browser to display websites.

For more information on how to clear your browser’s cache, please visit the OneSource Training Library by clicking here.

Based on popular demand, additional interactive Project Status Report training sessions have been scheduled.  Some of these classes are already full, but space is currently available on May 30, May 31, June 3, June 10 and July 11.  You can see the full listing of classes on the UGA Calendar of Events, Sponsored Projects Page here. There is also a tutorial in the OneSource training library here.  Please pass this information along to any faculty or staff who may have an interest.

The compensatory payout balances are now updated for your biweekly comp eligible employees.  These balances need to be reviewed and added to employee's timesheets by 6/1/2019.

To determine the number of hours to be paid follow the training tutorial here.  Use biweekly period end date of 5/18/19.  

To process the comp hours for payment, follow the training tutorial here.  These hours can be added to 6/1/19 on the employee’s timesheet.

If an employee plans to use their comp hours as an absence event prior to 6/30/19, please make sure that the absence request is submitted and approved in OneUSG Connect by 6/1/19.

The Budget Status Report provides budget-to-actual information at the summary and detail levels for multiple financial departments.  This report can be exported to PDF and Excel, and has subscription capabilities which will deliver a customized report to your email on a schedule.  You can find this report in the Data Warehouse under “Most Commonly Used.”

Don’t forget to join us for the Position Funding Cube Workshop today at the Georgia Center, Mahler Hall.  You can join us in person from 10 a.m. – noon or via collaborate.

Accurate expense reporting is crucial for the university’s overall financial management and reporting, sponsored project invoicing and reporting, and annual travel reporting as required by the state of Georgia.  To ensure that UGA can meet these requirements, expense reports need to be fully completed in the financial system and expense reports that were started, but will not be processed, need to be deleted in the system. 

As a friendly reminder - all travel and general expense reports that need to be completed in fiscal year 2019 must be approved in the system and at the Accounts Payable step by June 26, 2019.  This means documents must have passed all edit and budget checks, completed all approvals, and reached the Accounts Payable step by June 26.  Accounts Payable will delete FY2019 travel and expense reports that do not reach Accounts Payable by June 26 to avoid lingering accounting transactions in the system as we complete the year-end accrual process.  Departments can resubmit these documents in FY2020.

Travel or general expense reports with a creation date between June 27, 2019 and July 1, 2019 will process in FY2020 and will have an entry date of July 1, 2019.  We ask that you do not create FY2020 expense reports until June 27, 2019.  The UGA_TE_ER_PENDING_SUBMISSION query is available to review pending travel or general expense reports.  Please keep in mind that Accounts Payable can delete a travel or general expense report on your behalf.  Please contact Accounts Payable if you need assistance with a travel or expense report or need assistance deleting a report.

Cleaning up Travel and General Expense Documents:  An expense report in the Financial Management System is a transaction document that needs timely completion during the fiscal year and especially by the end of the fiscal year.  Departments should follow best practices and take action to ensure any pending or unused expense reports are either completed or deleted in a timely manner.  These practices will help ensure that faculty and staff are being reimbursed as timely as possible and that budget balances are updated in a timely manner to reflect accurate funds availability.  Please follow these best practices for cleaning up travel and general expense reports:

• Create a travel or general expense report when you are ready to seek reimbursement.
• Ensure all pending travel or general expense reports are submitted for approval, pushed back for modification, or deleted.
• Delete duplicates of another travel or general expense report.
• Correct all budget errors to ensure the expense reports complete the workflow.
• If a travel or general expense report is in push back status, the amounts on the report may have updated the Commitment Control Ledgers and affected budget balances.  Departments should take one of the following actions to correct the entry:
• Revise and resubmit the travel or general expense report
• Delete the travel or general expense report

Beginning May 28, 2019, Accounts Payable will regularly delete pending travel or general expense reports with 1) zero dollars, and 2) that have not entered workflow within 60 days of creation.  Any other pending travel and general expense reports that are not in workflow by May 28, 2019 and are over 60 days old will be deleted by Accounts Payable.

A reminder for all employee termination transactions in OneUSG Connect, please include the following information in the comments section: Department/Position Information, Last Day Worked, If the employee is on leave/applicable dates, If you are aware of a transfer to another UGA department or USG school.  HR’s Workforce Administration will need this information included in the transactions to verify the effective dating.  If terminations do not have this essential information, this can cause delay in processing.

A quick and easy way to review the transactions you approved is a hidden gem in Manager Self-Service. From the Manager Self-Service landing page, click the approvals tile. On the approvals page, click the "3 dots" at the top right of your screen.  From this drop down menu, select approval history.  From here you can review any transaction you have approved in the past 30 days!  This option under the "3 dots" menu is only available on the approvals tile page.

A job aid handout and tutorials are available in the Training Library for printing and distribution in departments

May 20 Query was made available, training recording is available here

May 24 is the deadline for initial Contract errors notification to OFA

Office hours are available on Tuesday, May 21, 2:00 – 4:00 p.m. in Caldwell Hall, Room 414

Questions on this new contract process may be directed to Beverly Minor in the Office of Faculty Affairs at baford@uga.edu or 706-542-0547. 

In the past, the Fluid Approval screens for Budget Journals and Transfers reversed the signs for expenditure budget journals and transfers.  This known issue has been resolved during the UGA Financial Management System update this past weekend.  The signs for approvers will now match the signs entered by initiators.

Training topics on this issue will be edited to reflect the fix this week.  Users can review the Transaction Signs Quick Reference Guide in the Quick Reference Materials for Practitioners area of the Training Library as well as the Tutorials in the Approving GL and Budget Journals section.

While we await the final cost share set-up guidelines, many users have been accounting for cost share using state funded chartstrings that have not yet been assigned to a sponsored project.  In order to reduce the burden of transferring these cost share transactions, between now and July 1, 2019, please attach the following statement as a pdf in place of the cost transfer form.  This is a temporary statement to be used on cost share cost transfers that meet these circumstances.

I attest that this transfer of charges is part of the initial cost share set up and not an error.  No charges from one sponsored project to another are involved in this transfer. This transfer only involves moving charges from one nonsponsored project fund source to cost share for a sponsored project.  I understand that this procedure will be in effect until 07/01/2019.  After this date all transfers are subject to cost transfer policy.  

Information about 2019 W-2s in OneUSG Connect:

• There will be additional communications about this to all employees as we approach November 2019 and are closer to the 2019 tax season.
• If you want to access your W-2 electronically, you  must enter your consent for electronic delivery through the OneUSG Connect Employee Self-Service site. Your consent for your electronic 2018 W-2 with the UGA legacy self-service site was not converted to OneUSG Connect.
• You will be able to enter your consent after you receive your first paycheck with the new system.
• When W-2s are available, you will be able to access your W-2 through the OneUSG Connect Employee Self-Service site.
• If you do not choose electronic delivery, your W-2 will be mailed to you. 

• If you leave UGA (termination or retirement), you will NOT be able to access your W-2 through the OneUSG Connect Employee Self-Service site, if you consented for electronic delivery.  Before leaving UGA, be sure to go into OneUSG Connect Self-Service and remove your consent for electronic W-2.  If not, you will have to contact OneUSG Connect Support to have your W-2 mailed to you.

Entering your consent for electronic W-2 in OneUSG Connect:

• Go to OneUSG Home page and click on Employee Self-Service at top of screen
• Click on Taxes tile
• Click on W-2/W-2c Consent
• The W-2/W-2c Consent Form page will show current status of No consent received or Consent received.
• Check the box to add your consent or withdraw your consent.
• You will receive an email from donotreply@usg.edu letting you know that your consent authorization or withdrawal has been received.

On June 30, the legacy University of Georgia employee self-service site, employee.uga.edu, will be retired and no longer available to view, download or print paystubs and W-2s.  Pre-2019 paystubs and W-2s will not be migrating to OneUSG Connect. There are two options for retrieving this information:

• If you wish to keep copies of pre-2019 paystubs or W-2s for your records, please take action to download them from employee.uga.edu before June 30, 2019.  Log into employee.uga.edu and click on “My Paychecks” and “My W-2s” in the left sidebar. Both paychecks and W-2s are available in PDF format.
• After June 30, 2019, you can contact oneusgsupport@uga.edu or 706-542-0202 (option 1) to request copies of pre-2019 paystubs or W-2s.  These records are retained for five years from their issue date.

For paystubs and W-2s dated after January 1, 2019, please log into OneUSG Connect to view, download, or print these documents. For more information, visit the OneSource System Changes page at https://onesource.uga.edu/resources/system_changes/.

A new reference guide for navigating Cost Share has been created and can be found here in the OneSource Training Library.  Please share this link with any interested individuals.

The process to make changes to a sponsored award, such as adding a chartstring for a new department or opening an account code, is processed via an Award Modification in the Grants Portal.  An instructional guide has been created for quick reference, which can be found here. 

A new indirect cost return query is available to show both UGA and UGARF indirect cost (IDC) return revenue.  The query name is UGA_GM_DPT_IDC_REV.  This enhanced query replaces the old version of the query of the same name.

The OneSource Team will continue to offer open office hours for HR/OneUSG Connect questions.  Team members will be available to cover topics including: UGAJobs processes, summer school, changes for monthly staff compensation or percent time, funding changes, terminations and transfers, etc.  No registration is required.

Open Office Hours are every Thursday through the end of June, 2019, 3 p.m. – 5 p.m. on the fourth floor of Caldwell Hall. 

The OneSource team will be upgrading UGA’s Financial Management system Friday, May 17 – Monday, May 19 and the Budget Management system Thursday, May 23 – Friday, May 24.  Campus users should expect these systems to be unavailable during the upgrade times.  Information about future activities can be found in the News announcement and on the Roadmap page.  The OneSource team will publish more detailed information about the system downtime at uga.edu. 

“What’s New in Financials in May 2019” webinars will be available on Wednesday, May 15 and Friday, May 17.  More information on how to register for training can be found on the Training resource page.

Spring Academic Terminations: Currently, for Academic Faculty (10 Month) and Academic Graduate Assistants (Academic Salary), termination dates will follow an effective date of June 1^st regardless of their last day worked in May. 

Non-academic Terminations are effective the day after the employee is no longer an active employee with UGA.  The effective date can be impacted if the employee is on an approved leave. 

Departments should use the comments section of the Termination Request Form to communicate vital information for processing of all requests: Dept./position information, last day worked, if this person is on leave/dates, and if a transfer is in process.

Examples of termination dating:

#1 The employee submits a resignation effective in two weeks.  The employee’s last day physically working falls on a Friday, 5/3.

• Last day the employee physically worked:  5/3
• Last day in an active HR status:  5/3

Termination effective date:  5/4

#2 The employee’s last day physically working falls on Friday, 5/3.  However, the employee is approved to take leave through 5/8.

• Last day the employee physically worked:  5/3
• Last day in an active HR status:  5/8

Termination effective date:  5/9

Additional scenarios will be discussed in our upcoming weekly status calls. You can view this information and a tutorial in the OneSource Training Library here.

Previously, to correct chartstring information on a paid expense report, you would email onesource@uga.edu to submit this request.  Now, there is an online form to submit these!

This form allows you to select your school/college/unit which will then route to the chief financial officer of the unit for approval before processing.  The Expense Report Adjustment Request form and more information is available here.

HR has created the following hiring scenario matrixes to guide you in your decision making and to help you in processing any hiring changes:

• Graduate Assistant Spring/Summer/Fall Work scenario matrix
• Student Worker Spring/Summer/Fall Work scenario matrix

Updates to the data available via the drill-through include:

• UGAmart PO# has been added to the UGA_Source_Reference field for vouchers.
• Vendor Invoice # displayed in the PS_Source_Document_Descr field for vouchers.

Users will need to "refresh" cubes, not reset filters.

A new PO encumbrance query, UGA_PO_OPEN_AMOUNT, is available and shows any open encumbrance amounts still available on a purchase order.  Users have the option to run this query without filters to find any and all open PO encumbrances across UGA units; users also have options to search by department, project ID, Financial Management System PO ID or UGAmart PO ID.  Please note: this query will not pull encumbrances on balance sheet accounts.

The “Open Amount” column returned in the query will show any open encumbrance amount less any voucher or payment activity already recorded for that purchase order.  

In OneUSG Connect, funding is tied to the position and not the employee.  Therefore, a vacant position can be funded via Manager Self- Service Change Position Funding.  See the Training Library for instructions.

A new role has been created in OneUSG Connect that allows view-only access to the HR Job Data Screens.  This role can be requested now through MSS Security Request.  No one is given the role by default. 

Training materials are available in the Training Library.  Anyone with this role should plan to attend the webinar on April 24, 2019 at 8:30 a.m.  Users can register for this webinar by clicking on the provided link.  Training is highly recommended.

Beginning this month, the AP Journal Voucher will begin utilizing the same monthly practice as the GL Journal.  Any AP Journal Voucher created within an accounting period must be budget-checked and have workflow completed by noon on the last business day of the same accounting period (month).  Any AP Journal Vouchers not processed through all the approvals by the last business day of the accounting period will be deleted by Accounts Payable.  As noted during the April 11^th weekly status call, Accounts Payable will contact users with AP Journal Vouchers in this status; this will help ease everyone into these new practices. If an AP Journal Voucher is deleted, initiators will need to create new journal vouchers for adjustments in the new accounting period (month).  

• It is important to make this adjustment because AP Journal Vouchers with a status of “Valid” for budget checking impact (reduce or increase) the unit’s budget balance in the “Commitment Control (KK) budget ledger” but will not impact the overall true fund balance in the “general ledger” until all approval levels are complete and the AP Journal Voucher has posted.  Therefore, the amount of time journal vouchers remain in workflow needs to be minimized to increase efficiency and consistency across both ledgers.  

Also beginning this month, budget journals or transfers dated within the month being closed must have a valid budget check status and must reach Commitment Management for final approval by noon on the first business day of the following month.  (Ex. Wednesday, May 1, Monday, June 3).  As noted in the April 11^th weekly status call, Commitment Management will contact users with budget journals or transfers in this status; this will help ease everyone into these new practices. Any budget journals or transfers dated within the prior month not meeting this deadline, will be deleted after noon on the second business day of the following month (ex. Thursday, May 2, Tuesday, June 4).  If the transaction is still needed, the Initiator should copy the budget journal or transfer to the new month.  Budget transactions can be copied into the following month as early as the last week of the month.  To find budget transactions that have not been completed, use the six queries under the Budget Journal and Budget Transfer sections of the Business Management Workcenter. 

To ensure that your budget journals and budget transfers reflect a Budget Header Status of “checked only”, make sure that the “Budget Pre-Check” process is the last process your run before you select the “Submit for Approval” process.

We are updating this from earlier trainings that recommended you run “Budget Pre-Check” first and follow it with the “Edit ChartFields” process.  By adjusting the order of these two processes your Budget Header Status will no longer revert back to “none.”  The training library has been revised to reflect this recommended order. 

Guidance for year-end Expense Processing (travel authorities and expense reports) is now available on the Accounts Payable website.  

The OneSource Service Desk is your one-stop-shop for all support-related questions regarding OneSource. If you have questions specific to OneUSG Connect or UGAJobs, you can use more direct contact addresses for those support teams. Information on how to contact all of these Service Desks can be found on the Service Desk resource page.  Feel free to print this resource page for easy access!

As a reminder, we use Service Desk tickets to track your questions and issues.  Help us help you!  Please use these resources before contacting an individual project or central office staff member.

Employees must use OneUSGConnect to set-up/update their state and federal filing statuses.  These can be found under the Tax tile and are labeled as W-4 Tax Information (Federal) and G-4 Employee Self-Service (State).  You can also find more information on this topic in the Training Library at Updating W-4 & Updating G-4.

There are some exceptions.  Employees living and working outside the state of Georgia should submit their tax forms to Payroll. Employees filing exemption from GA withholding should send a completed G-4 to Payroll. Send forms to payroll@uga.edu via SendFiles or fax to 706.542.6779.

For employees who are notUS citizens or US Permanent Residents (including F1, J1, H1 and other visa types), please contact Susan Caldwell susanc@uga.edu.  Foreign National employees will receive the appropriate withholding information via GLACIER.

UGA Human Resources (HR) supports keeping student employees (paid hourly) in an active status in OneUSGConnect as a transitional step for this summer.  No action is needed for these employees.  Departments will need to monitor these employees over the summer to ensure that hours are not inappropriately reported. This is applicable to student worker positions that will be: re-employed in the same position, same department and the same hourly rate.

Students that are working over the summer can be handled in several ways, depending on the situation.  Please reference the Student Worker Transitional Summer/Fall Work Scenario matrix.

The OneSource Roadmap includes information about system downtime, upgrades, and enhancements for the UGA Financial Management System, the UGA Budget Management System and OneUSG Connect.

The OneSource Roadmap will be updated quarterly or as new information becomes available.

Enhancement requests, including BSAG committee projects, will be mapped to feature release dates.

Position Funding Cube:

• Provides payroll expense details and encumbrance amounts by chartstring by employee.  The report can be used as a personal services detail or payroll cost report.

• Includes Payroll Actuals from 7/1/2018-12/31/2018 have been added from legacy.

• For Accounting Periods beginning January 2019, drill-through action will now display the related Journal_ID.

• NOTE: Currently, you must drill through on the Budget Amount or Encumbrance Amount fields.  Drill through is not available on calculated fields like Actual Amount.  However, drill-through returns all values for the entire row related to Budget, Encumbrance and Actuals.
  

• HR_DEPARTMENT dimension added, which means that users can choose specific HR Departments or use the DEPTSECURITY tree to rollup departments.

• POSITION dimension updated.  Dept ID Descr moved to new HR_DEPARTMENT dimension; BOR Job Title attribute added.

• A Position Funding Cube Workshop is planned for Tuesday, May 28, at the Georgia Center, Mahler Hall.  More information will be sent closer to the event.

Project Status Cube:

• Analysis Type may now be used to reference allocated dollars to Budget, Encumbrance and Actuals.

• The field order in the drill through action has been updated.

Remember:  Data in the Data Warehouse gets refreshed nightly (Ex. new transactions and new department numbers).  A best practice is to review filters on a regular basis to ensure you are pulling any new data your existing filters may exclude.  Occasionally new data elements are added which may create user impacts (Ex. HR department in the Positon Funding Cube), requiring adjustments to filters to repopulate data.

Several working sessions have been scheduled between now and April 28 to share information and answer questions about this report.

• Format: These are 90-minute interactive sessions, open to faculty and staff, with the opportunity to view your own projects in a computer lab. 
• Other Tools: Discussion on other grants reporting tools is welcome as well. 
• Schedule & Registration: To view the schedule, log into UGA’s Professional Education Portal (PEP), then browse trainings for the word “Project.”  Once logged into PEP, this link will take you to the schedule as well.

Confused by negatives and positives, debits and credits?  A reference guide for transaction signs has been created under Quick Reference Materials for Practitioners in the Training Library.

Billing charge codes contain billing information that can be standardized, such as the description that appears on the invoice, unit of measure, price and accounting chartstring.  Charge codes are the AR version of SpeedTypes or Accounting Tags and serve as a short cut for entering billing line and accounting information in PeopleSoft Financials.  Charge codes save time and reduce accounting errors that have to be corrected manually.

Requesting a new charge code is EASY! Please request a support ticket from TeamDynamix, indicating “Financial Management System” as the subject of your case, and “Billing” for areas of functionality when you submit.

Did you know you can open multiple windows in OneUSG Connect so that you can work more efficiently?  For example, Supervisors and Time & Absence Approvers could have one window with the Manage Exceptions page displayed and another with the Timesheet window open.  This allows you to view exceptions and then act upon those exceptions more efficiently.  To see how to do this, click HERE to watch the “Working with Multiple Windows in OneUSG Connect” tutorial. 

In the Financials Query Viewer search for query, UGA_GL_AL_AIM.  This query will show the associated work order charges, the accounting date, as well as the date the journal posted to the chartstring.

You can enter various search criteria here such as the FMD Journal ID number from the Budget Status Report that will show the associated work order number starting with the first 2 digits of the fiscal year (19). ·

You can also cross reference the FMD GL Journal transactions by using the FMD “Look up Charges” Tool and clicking on the Journal tab and entering the journal ID (starting with “FMD”) from the Budget Status Report and entering your financial department number.  This has been a valuable discovery for me as it helps me to identify and reconcile charges that post to the chartstring several weeks after the work order is completed.

If you are tired of having to scroll across the journal entry to view the fields that you find most helpful to you, follow these simple steps:

• Go to the “Lines” tab of any journal entry,
• In the “Lines” section of the journal, select the “Personalize” option in the upper right of this section,
• A screen will appear that allows you to highlight a column name and using the up and down arrows, move that column to the top, 
• Once you have your changes made, you can “Preview” the new look,
• Continue to make adjustments and hit “OK” to keep the settings.
• Your “new view” is set for all future journal entries that you create or review.

The report can be accessed here.  More information and a training/reference guide can be found here.  This report was designed and tested through several working sessions with both faculty and financial staff over the course of several months.  The goals of this report are to improve access to project balance information and to save time for faculty and staff.

All PIs, Co-PIs and Co-Investigators have been granted access to the Data Warehouse/Simpler domain and restricted 02 VPN in order to access this report. Restricted 02 VPN is needed to access the report outside the UGA network.

The report can be set up as a “subscription” and auto-emailed out in user-defined increments.  For example, financial staff (or PIs themselves) can set this to auto-deliver updated project balances at a desired frequency.

You can receive daily Invalid Funding reports every day, if you would like.  On your next payroll run, set the date and run your report again.  Click “add a value” and type in the payroll id you are working on.  Once you click “run”, choose recurrence 1USG_DAILY-9AM (or others if you prefer, please note 5x, means you get five emails each day), change type to email, format to pdf, then click “ok”.

You have the option to click “distribution” before you click “ok” and change the subject of the emails you receive or add additional email addresses for distribution.  To stop receiving the old invalid funding reports, requires you to search for your original report, then click “process manager” to the right of the run button, click the green arrow on each one you need to stop, then choose stop.  You will then repeat the process above for the new payroll run. 

EITS will conduct network maintenance on Saturday, March 9, beginning at 8:00 a.m.  This maintenance will result in an outage of campus Internet access and campus information systems on March 9. Additional information about this maintenance is available on uga.edu.

As a GL Approver, do you have questions about what your review process should include before approving a GL journal entry?  The Accounting Office has created some guidance for you available on the Financial Review and Analysis resource page.

Accounts Payable needs your assistance reconciling outstanding expense reports.  Many pending (unsubmitted) expense reports exist where users have been testing reports or practicing creating reports in system.  Other pending reports appear to be created as ‘place holders’ for trips that will occur in the future, or where delegates initiated an expense report under their name when they meant to do it for another employee. 

Please utilize the query UGA_TE_ER_PENDING_SUBMISSION to review expense reports that have not been submitted into workflow.  These expense reports should either be submitted or deleted.  When expense reports are created an Accounting Date is assigned.   At that point, it becomes an item that is tracked in the system.  There are currently hundreds of reports sitting in this pending status with no action being taken.  These items build-up and can lead to performance issues.   Steps for deleting an expense report can be found here.

The FMD vehicle rental system now requires the name of your Account Manager and their email.  This person has the responsibility of authorizing charges to post to the chartstring provided for the rental.

FMD has to manually enter this information by chartstring.  If you get an error stating “No Account Manager,” please call the Auto Center at 706-542-7525 and we will get the name of the individual added.

Payroll cost reallocations, which are used to transfer payroll charges from one combo code to another, are initiated by processing a Change Funding Request or a Direct Retro Request, depending on the circumstances.  See the Budget and Direct Retro Decision Matrix to determine which method cost reallocation should be used.

For more information or to request a Direct Retro, click here.

When making a deposit in TouchNet, the “Validate” button allows you to see the full chartstring the detail code represents.  This delivers another opportunity to ensure you have selected the appropriate detail code for your deposit before submitting.

We’ve added new payroll queries and you can find them in the System Manager Reporting tile under Manager Self Service. The two big ones are 180_PY_FUNDING_BY_DEPTID_RUNID, which is under Commitment Accounting, and 180_TL_PYTM_MNTH, which is under Time and Labor.  We recommend that the Monthly Payable Time query be ran on Tuesday, February 19. 

On February 20^th, two additional payroll queries will be available in the Workcenter and we recommend you run them 10 a.m. that Wednesday.  These are: 180_PY_ADDL_PAY_BY_PAYRUNID and 180_PY_MO_PAYROLL_VALIDATION.

Open Office Hours for OneUSG Connect will be held Thursday afternoons from February 14 - March 28 from 3:00 p.m. - 5:00 p.m. at the Testing & Training Facility (former Print Services Building located at 2130 River Road).

• The purpose of these sessions is to offer direct access to OneUSG Connect module representatives to assist you with your questions.
• Registration is not required and a call-in number is available (# 877-336-1829; access code #7969992).

• That’s right, Human Resources will be scheduling OneUSG Connect Check Point Sessions with schools/colleges/units in the near future. We’ll be covering topics such as, positions, hires, payroll, time and absence, etc.
• We are working with the project coordinator for your school/college/unit to schedule these check point sessions.

• Check out the new Grants Toolkit available in the Training Library. The Toolkit includes: budget checking error troubleshooting guidance, budget tree information, and common queries for budget errors and project budget balances.

• The Training Team has created a few Help Guides which are similar to the Job Aids, but with a little more information.  They are meant to be printed and placed in locations where employees could potentially use them as a guide as they use the systems.

• You can find the Help Guides on the Checklists resource page.  Use these in cases where the employee doesn’t have easy access to the Training Library or needs a quick reference guide.

• To minimize orphaned travel authorizations, Expense Managers, should be in the habit of reviewing outstanding travel authorizations.  Please use the query UGA_TE_TA_NOT_USED.  For any travel authorizations where the trip has concluded and no expense report will be processed, please cancel those authorizations promptly. 

• Not sure how to do this? You can find step-by-step instructions here.

• System Managers should run the Invalid Funding Report, at a minimum, every other day for upcoming pay runs.  If you have filled positions on the report without funding or where funding has ended, please submit a change funding request, via Manager Self Service. 
   
  • Payroll expenditures for positions that are not funded will post to the unit’s suspense combo code and will require a direct retro to correct. 
  • Direct retros can be time consuming to prepare and are not processed by OneUSG Connect on a daily basis.  You’ll find that clearing items from your suspense will take time. Be proactive and use the Invalid Funding Report to remedy these issues before payroll runs.
• Instructions for running, clearing errors, and submitting a change funding request, can be found in the Training Library. 

• There are several new tutorials available in the Training Library on editing, cancelling, and submitting leave requests, including submitting partial day leave requests and editing a leave request that has already been approved.

• Approvers can now view the following when they approve transactions:
  
  
  • The Budget Check Status for the expense report is now visible to the approver.
  • Approvers can see all expense report comments on the Fluid approval page.
  • Please note: when receiving Budget Check Status results of Error, Expense Managers should execute the query UGA_TE_ER_BUDGET_ERRORS to determine the cause of the error. 
• For more information, see the updated Expense training materials found in the OneSource Training Library.

• Please double-check invoice dates when submitting and approving Payment Requests. A number of payment requests were submitted using December 2019 dates (rather than December 2018 dates).  The system will not pick up future dated invoices for daily payment processing until that date arrives.  Using the accurate invoice date is important to ensure timely payment processing.  We appreciate your help and our suppliers do too!

• To adjust payroll and/or benefits charges from July 2018 through December 2018, units should submit a GL journal in the UGA Financial Management System that includes the legacy Payroll Cost Summary Report or another legacy source that provides the details of the payroll charges being adjusted.  The GL journal may be summarized by the chartstring and should include benefits if those charges need to be adjusted.

• To adjust payroll charges that occur after December 2018, the new OneUSG Connect “retro processes” should be used. We are developing a template for use when requesting a “retro” via the OneSource Service Desk.  In the interim, submit an OneSource Service Desk ticket/email to request a “retro”.

• To ensure that you completely signed out of OneUSG Connect, be sure to click the “Sign Out” link in the system, then exit your browser.
  
  
• For more information, see the “Signing In and Out” tutorial in the OneSource Training Library.

• The OneSource Team is offering a set of open office hours this week for questions around the transition to OneUSG Connect at the OneSource Testing and Training Center, Room 232.
  
  
• Team members will be available to cover questions regarding UGAJobs processes, changes for monthly staff compensation or percent time, funding changes, terminations and transfers, etc. No registration is required.
  • Thursday, January 17^th, 3:00 p.m. – 5:00 p.m.
  • Friday, January 18^th,
    8:00 a.m. – 10:00 a.m.

• To support your work with our new business processes, the new systems and budget development for FY20, the Weekly Status Calls will be extended through Thursday, March 28, 2019. Please join us and share information about these calls with other interested persons in your unit.
  
  
• As a reminder, if you have already registered for Monthly Status Calls, you do not need to register for Weekly Status Calls. Information about registration for the calls and past recordings and presentations can be found on the Project Status Calls resource page.

• Employees and delegates can resume deleting expense reports without having to contact the Service Desk for assistance. 
• We need your help to clean up “old” expense reports.  Currently, there are over 1,800 expense reports created prior to November 1, 2018 which are still in a “pending” status.
  • Faculty and staff can review “My Expense Reports” to look for “Pending” entries and either submit them for approval or delete when applicable. Encourage other employees within your unit to make this a practice.
  • Business Officers can use the query UGA_TE_ER_BUDGET_ERRORS to review for expense reports in a “pending” status and take proactive measures to remind employees to submit or delete reports. 
• When deleting expense reports, here are a couple of things to remember:
  • The delete process may take up to a minute to execute. Please do not continue to hit delete or refresh the page but instead, allow the process to run. 
  • Expense Sheets must be deleted in descending order. If you have more than one Expense Sheet to delete, you must delete the most recent one first. 

• Exceptions are alerts that may exist in Payable Time. Having an exception doesn’t mean that there is an error, it is just alerting you to something not normally seen on the timesheet.
  
  
• High Exceptions need to be resolved for the time to be paid. High Exception Example: invalid punch order or incomplete punch.  Medium/Low Exceptions can either be resolved or allowed by clicking the “allow” button at the bottom of the timesheet.  Medium/Low Exception Example: Long Shift.
  
  
• Managers need to review and manage exceptions for their biweekly employees.  When an exception is resolved by updating the timesheet, the time will need to be approved again and the Time Admin job must run before the exception icon is removed. More information on this process can be found in the Training Library.