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|Tuesday Tip Topic||Posted Date||Workstream||Overview|
|Known Issue: Absence Management||11/12/2019||OneUSG Connect||
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 email@example.com or 706-542-0202 (option 1).
|Payroll: Additional Pay Query||11/12/2019||OneUSG Connect||
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.
|New HR Cube: Monthly Data Snapshot Cube||11/12/2019||Data Warehouse||
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.
|Human Resources: Short Work Break||11/12/2019||OneUSG Connect||
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.
|Benefits/Payroll: Well-Being Incentive Credit||11/12/2019||OneUSG Connect||
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.
|Known Issue Resolved: Personal Encumbrances Not Updated||11/12/2019||Finance/OneUSG Connect||
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.
|Commitment Management: Express Direct Retro Training||11/12/2019||OneUSG Connect||
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.
|Required Ethics and Cyber Security Training||11/05/2019||UGA||
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 firstname.lastname@example.org.
|Staff Competency Model: Fall 2019||11/05/2019||UGA||
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.
|Payroll Reminders for Monthly||11/05/2019||OneUSG Connect||
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 email@example.com or 706-542-0202 (option 1).
|Payroll Holiday Planning||11/05/2019||OneUSG Connect||
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.
|Known Issue Resolved: MSS Change Position Funding||11/05/2019||OneUSG Connect||
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.
|Known Issue: Delegation||11/05/2019||OneUSG Connect||
If you experience issues with delegation in OneUSG Connect after following the complete steps outlined in the training materials, please send an email to firstname.lastname@example.org 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.
|Workforce Administration: View Job Data||11/05/2019||OneUSG Connect||
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.
|Payroll: Additional Pay Query||11/05/2019||OneUSG Connect||
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.
|Open Enrollment Reminder||11/05/2019||OneUSG Connect||
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!
|Commitment Accounting Known Issue Resolved: Posting October Monthly Payroll||11/05/2019||Finance/OneUSG Connect||
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.
|Known Issue Resolved: Net Assets and Reserves in Project Reporting Tools||11/05/2019||Data Warehouse||
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.
|Grants/Projects Known Issue Resolved: Transactions Missing in Project Reporting Tables||11/05/2019||Finance||
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.
|Finance: UGAmart 19.3 Release||11/05/2019||Purchasing||
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.
|OneSource: Fiscal Master Calender||11/05/2019||OneSource||
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 email@example.com or 706-542-0202 (option 2) to assist with any questions. A tutorial can be found in the Training Library.
|OneUSG Connect- MSS Change Position Funding||10/29/2019||Known Issue||
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 firstname.lastname@example.org or (706) 542-0202 (option 1).
|OneUSG Connect- Updated Query||10/29/2019||Monthly Payroll Validation||
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 email@example.com with “October 2019 Monthly Validation Query” as the subject, describe your issue and request it be assigned to UGA HRIS.
|OneUSG Connect- Holiday Planning||10/29/2019||Payroll||
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.
|Finance/OneUSG Connect- FY19 Cost Share Salary Adjustments||10/29/2019||Grants/Commitment Accounting||
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.
|Finance- Hyperion Monthly Update||10/29/2019||Budget Management||
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.
|Finance- Speedtype Review||10/29/2019||General Ledger/Accounting||
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.
|Finance- Close Purchase Orders||10/29/2019||Purchasing||
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.
|OneSource- Administrative Quarterly Progress Update||10/29/2019||OneSource||
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.
|Data Warehouse- Known Issue: Net Assets and Reserves in Project Reporting Tools||10/22/2019||Data Warehouse||
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: New Policy Site and Matrix||10/22/2019||UGA Foundation||
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.
|OneUSG Connect- Grants Accounting Known Issue: Project Payroll Encumbrances||10/22/2019||OneUSG Connect||
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 (firstname.lastname@example.org 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.
|OneUSG Connect- Benefits: Shared Sick Leave Program||10/22/2019||OneUSG Connect||
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.
|OneUSG Connect- Benefits: Open Enrollment and Informational Meetings||10/22/2019||OneUSG Connect||
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.
|OneUSG Connect- Payroll: Holiday Planning||10/22/2019||OneUSG Connect||Plan ahead for the holiday schedule changes to the payroll calendar! In November,
there will be normal pay schedules and deadlines. Be mindful that the Monthly pay
dates for November and December are on the last business day of the month and occur
during UGA Holidays: Friday, November 29 and Tuesday, December 31. December payroll
deadlines will be earlier for monthly and bi-weekly employees and approvers. Payroll
calendars for HR Practitioners can be found on the Payroll Webpage. Be sure to register for this week’s Weekly Status Call for detailed holiday payroll information for practitioners with our HR/Payroll Professionals!
The end of year also brings the 360 calendar year-end annual leave limit. To ensure annual leave is not lost in error, Monthly leave requests must be entered and approved by the 12/19 deadline and Bi-weekly by the 12/23 deadline. No action is needed to adjust balances over 360 – this will be an automatic process. System Managers can run query: 180_ABS_CURRENT_BALANCES (Employee Absence Balances) in the OneUSG Connect Reporting Work Center to find out which employees are exceeding or approaching the 360 hour balance.
|OneUSG Connect- Payroll: Electronic W-2 Enrollement||10/22/2019||OneUSG Connect||Help spread the word by posting the W-2 flyer in your units! Printed copies were distributed via Campus Mail to each Intermediate Unit for posting in common areas but you may need more that provided. All employees are encouraged to consent for electronic delivery of their W-2. UGA is currently only at 26% enrolled. It’s easy to sign-up and it only has to be done once!|
|OneUSG Connect- Commitment Account: Funding Positions When HR Department Changes||10/22/2019||OneUSG Connect||The funding record for a position is comprised of four key fields: Business Unit (UGA),
Fiscal Year, HR Department and Position Number. If any one of the four key fields
change, a new funding record is created meaning that a new Change Position Funding
request should be submitted via Manager Self Service. Please keep in mind that when
the HR Department is changed on a position, the funding for the position does not carry over to the new HR Department; this is one of many steps that need to be completed.
A helpful Standard Operating Procedure (SOP) for Moving a Position to Another Department
can be found on the OneSource webpage under Position Management.
|Finance- Budget Management: System Update and Enhancements||10/22/2019||Finance||As a reminder, enhancements to the UGA Budget Management System are scheduled to launch the weekend of October 26. The enhancements will include Budget Planning & Salary Setting (BPSS) updates which will be available on October 28 and will reorder the Salary Form to add Compression. Additionally, the bi-weekly budget calculations will be based on the number of working days in a fiscal year instead of the standard 2080 working hours.|
|Finance- General Ledger/Accounting: Supporting Documentation for All Entries||10/22/2019||Finance||Supporting documentation must be attached to all General Ledger Journals and should reflect the entry being made. A good rule of thumb
is to include an electronic copy of what was used to create the journal entry. For
intra-university charges (tickets), invoices should be attached that equal the revenue
amount being credited. For correcting/moving a transaction, provide supporting documentation
that shows where the transaction originally posted. Remember to be concise with journal
entries and combine documents when reasonable; reviewing fewer documents can be helpful
for your approvers! Documents included are also available during auditing and historical
Examples of supporting documentation:
|OneSource- Known Issues Communications||10/22/2019||OneSource||When Known Issues arise, they are first posted on the Known Issues Resource Page and secondarily conveyed in the next available communication via the Tuesday Tips or Weekly Status Call. Known Issues are unexpected issues with system functionality and do not include outages or system slowness, which are posted to the Status pages, either status.uga.edu or [http://status..usg.edu] status.usg.edu.|
|OneUSG Connect- Known Issue Resolved: Company Directory Unavailable||10/15/2019||OneUSG Connect||The company directory found in Employee Self Service was down for a brief period and was a Known Issue last week, but the Company Directory is now functioning properly, and the Known Issue is marked resolved.|
|OneUSG Connect- Benefits: Shared Sick Leave Program||10/15/2019||OneUSG Connect||
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.
|OneUSG Connect- Benefits: Open Enrollment, Benefits Fair & Info Meetings||10/15/2019||OneUSG Connect||
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:
|OneUSG Connect- Payroll: Holiday Planning||10/15/2019||OneUSG Connect||
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.
|OneUSG Connect- December System Update||10/15/2019||OneUSG Connect||
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 10th.
|OneUSG Connect- Payroll: Electronic W-2 Enrollment||10/15/2019||OneUSG Connect||Help spread the word! All employees are encouraged to consent forelectronic deliveryoftheir W-2. It’s easy to sign-up and you only have to sign up once! Through the OneUSG Connect Employee Self-Service site, go to the Taxes Tile, select W-2/W-2c Consent, and check the Consent box. You’ll receive a verification email. When W-2s are available in 2020, you will also be able to access your 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 your 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).|
|OneUSG Connect- Manage Faculty Events: Additional Posts||10/15/2019||OneUSG Connect||In the Manage Faculty Events module of OneUSG Connect, Additional Post types now include Courtesy Faculty, Graduate Program Faculty, Center and Institute Memberships and unpaid Graduate Coordinators. These do not require processing in UGAJobs and are handled directly in OneUSG Connect. Units are directly responsible for maintaining Additional Post data. Employee access to edit the Additional Post section of OneUSG Connect should be requested through the unit's System Manager. In-person and Webinar training is available (see the training updates below for registration links).|
|Finance- Payroll Encumbrance: Posting delay and SCI Budget Allocations||10/15/2019||Finance||There will be a delay this week in posting payroll encumbrances in the Financial Management System to assist units in adjusting for the new budget allocations resulting from the Salary Compression Initiative (SCI) increases. The payroll encumbrance will be delayed by a day or two. The SCI budget allocations should be distributed early this week.|
|OneSource- Searching Tuesday Tips||10/15/2019||OneSource||You can now search for Tuesday Tips from the homepage or directly from the Tuesday Tips page! Additionally, when searching for something you may have heard or seen on a Status Call, Tuesday Tip or even a resource page, you can use the search bar at the top of the OneSource homepage to lookup keywords. This will populate any item involving your keywords that may be of assistance to you!|
|OneSource- Enhancements Roadmap||10/15/2019||OneSource||Looking for information regarding enhancement target dates, status, and issue resolution information, including BSAG requests? A new Enhancements Roadmap is now available on the OneSource Roadmap Resource Page and on the Office of Institutional Research (OIR) website.|
|OneSource- Website Transition to Single Sign-on||10/08/2019||OneSource||
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/.
|OneUSG Connect- Known Issue: State Charitable Campaign Program||10/08/2019||OneUSG Connect||
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 Servicestating 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.
|OneUSG Connect- Staff Salary: Compression and Inversion (SCI) Plan||10/08/2019||OneUSG Connect||
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 email@example.com or 542-2222 with any questions.
|OneUSG Connect- 2020 Payroll Calendars||10/08/2019||OneUSG Connect||
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.
|OneUSG Connect- Payroll: Electronic W-2 Enrollment||10/08/2019||OneUSG Connect||
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.
|Financials- Carry Forward Corrections, Transfers, and Deficits||10/08/2019||Financials||
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.
|Financials- December Upgrade Weekend||10/08/2019||Financials||The UGA Financial Management System will be upgraded the weekend of December 6 – 8. Expect the system to be unavailable during this time. Employees will need to clear their browser cache after this upgrade. Enhancement releases are on hold until December, so no updates will occur in October or November. More details on functionality and enhancements will be shared with the community closer to December. Updates, Maintenance Schedules and Release Notes can be found on the Roadmap Resource page.|
|Financials- Purchasing: New UGAmart Tutorials||10/08/2019||Financials||
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.
|Financials- Accounts Payable: Updated Entertainment Form||10/08/2019||Financials||
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.
|OneUSG Connect- State Charitable Campaign Program||10/01/2019||OneUSG Connect||
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.
|OneUSG Connect- Standard Operating Procedures Updated||10/01/2019||OneUSG Connect||
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!
|OneUSG Connect- Vacation Payout Calculations||10/01/2019||OneUSG Connect||
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).
|OneUSG Connect- Payroll: Electronic W-2 Enrollment||10/01/2019||OneUSG Connect||
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 31st, 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.
|OneUSG Connect- Payroll: Fringe Benefit Tax Withholding||10/01/2019||OneUSG Connect||
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 26th. 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.
|OneSource- UGA Budget Management System Patching||10/01/2019||OneSource||
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 firstname.lastname@example.org or 706-542-0202 (option 2) with any questions.
|Financials- Grants Management: UGAmart Purchase Request Requirement||10/01/2019||Financials||
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.
|Financials- Accounting: Change in Account Codes for Agency Accounts||10/01/2019||Financials||
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.
|Financials- Accounting: Change in Class Codes for IntraUniversity Revenue||10/01/2019||Financials||
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.
|Financials and Budget- September Updates Released||10/01/2019||Financials||
Enhancements have been made to the Financial Management and Budget Management Systems this past weekend:
For more information about these and the other September updates, refer to brief descriptions included in the Release Notes.
|Financials- Expenses: Deny Button Returns for Approvers||10/01/2019||Financials||Expense report approvers can once again use the Deny button to deny expense reports. The Deny functionality was originally introduced in July 2018 but due to software issues had to be removed. The software vendor has delivered a fix and the Deny button can be found on the approval screen beginning on September 30th. This change does replace the location of the Sendback button with a Deny button. The Deny button should only be used when the expense is not a reimbursable item. The Deny functionality stops all processing on the expense item. If the expense needs to be revised by the traveler or their delegate, continue to use the Sendback feature now available by selecting the More button. Tutorials/walkthroughs are available in the Training Library.|
|Financials- Expenses: Enter Multi-day Lodging in One Entry||10/01/2019||Financials||Travelers(or their delegates) can now enter lodging costs for rooms as one line item instead of entering lodging rates for each day. Use the new “Number of Nights” field to enter the number of nights per lodging receipt. Costs on the lodging receipt, such as Wi-Fi, will still need to be entered separately. Tutorials/walkthroughs are available in the Training Library.|
|OneUSG Connect- Known Issue Resolved: Position Change Funding||09/24/2019||OneUSG Connect||
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.
|OneUSG Connect- Consent for W-2 Electronic Delivery||09/24/2019||OneUSG Connect||
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.
|OneUSG Connect- Known Issue: Personal Service Encumbrance Data||09/24/2019||OneUSG Connect||
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.
|Financials- Accessibility of Award Documents in the Grants Portal||09/24/2019||Financials||
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.
|Financials- Creating Purchase Requests for Projects||09/24/2019||Financials||
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 email@example.com or 706-542-0202 (option 2) to assist with any questions.
|OneSource- UGA Financial and Budget Management System Patching||09/24/2019||OneSource||The UGA Financial Management System and the UGA Budget Management System are having monthly maintenance patching performed this Friday evening, September 27, from 10:00 p.m. - 2:00 a.m. These systems 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, September 30. For updates on the status of the UGA Financial Management System or the UGA Budget Management System, please refer to status.uga.edu.Please contact firstname.lastname@example.org or 706-542-0202 (option 2) 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
|09/17/2019||One USG Connect||
If an employee needs a prior year W-2 or paystub, please have them contact OneUSG Support via email at email@example.com 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
|09/17/2019||One USG Connect||
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 firstname.lastname@example.org 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 email@example.com 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
|09/10/2019||Financials||There are various circumstances when a transaction in the UGA Financial Management System would require a budget override by the UGA Commitment Control office for the transaction to post. The scenarios where an override would be warranted, along with additional information can be found by visiting the Training Library topic.|
Financials- Review of UGAmart Approvers
|09/10/2019||Financials||If your unit would be interested in reviewing a current listing of UGAmart approvers, the CBO/CFO, Default CBO/CFO Approver or Alternate CBO/CFO Approver can submit a request by emailing firstname.lastname@example.org Provide the Department ID, if interested in reviewing a specific Financial Department or the Unit Identifier, if interested in an entire unit’s Financial Departments. Units can review current approvers and can also determine if any Financial Department has no current approvers. Note: Requests for the approver lists of full units (more than a single department) may take some time to compile.|
Financials- Domestic Travel Lodging Policy Clarification
|09/10/2019||Financials||Thanks for asking good questions! We have further clarification on Section 3.1 of the State Travel Policy which prohibits anyprivate residence rental. This applies to domestic travel and includes prohibition for employees (reimbursed via Expense Reports) AND non-employees; including Suppliers, visitors to campus, students, etc. (reimbursed via Payment Request). Please ensure that your unit is aware of this travel policy and understands that UGA will be unable to reimburse anyone for these type-travel costs (including non-employees, Suppliers, visitors to campus, students, etc.). The UGA travel policy wording will be revised to match the state travel policy.|
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 email@example.com.
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 firstname.lastname@example.org.
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
|09/03/2019||Financials||Please give us your feedback! Sponsored Programs Administration (SPA) has designed a very short survey to gather information regarding potential improvements to the SPA budget process based on the discussions in the July 29 RADG meeting. Your opinions are important!|
Financials- Budgets Quarterly Amendment Review
|09/03/2019||Financials||The Budget Office will send the first FY20 Monthly Overdraft Report to units after the August financial close. The Quarterly Amendment Review (QAR) schedule for FY20 will be posted on the Budget Office website under Resources and will include the QAR deadline for quarter one. You will also find these resources: (1) QAR Reports Steps: a walkthrough of running the QAR, analyzing, determining next steps, reviewing additional reports, and more. Its aim is to provide users with a better understanding of what actions to take during the QAR process. (2) QAR SOP: a standard operating procedure document explaining the “why” behind the QAR process and provides general guidance to how to move forward when overdrafts are present.|
Financials- Data Warehouse Update
|09/03/2019||Financials||A new Data Warehouse report, organized by Charfield1, will be available on Wednesday, September 4. This new report is useful to Units that utilize this field for budgeting and/or tracking, or just tracking. Find the report in the Organizational Reports area of the Data Warehouse.|
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 email@example.com.
(2) Has the payroll payment already been paid to the employee? Complete the Overpayment Worksheet for the employee and send to firstname.lastname@example.org 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 email@example.com.
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 firstname.lastname@example.org.
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 22nd 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 22nd 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
|08/27/2019||Financials||Drill-throughs on the Project Status Report were compressing some transactions that had multiple similar lines (e.g., Pcard entries). A fix was executed on August 22 and the drill-throughs now include Journal Line Description (JL Description) and Journal Line Number (JL No) in order to ensure that all lines of a transaction are visible and not compressed. Note: You may want to share this with your grants staff and Principle Investigators (PIs).|
Financials- Department Effective Date Reflecting (or not) in Financials
|08/27/2019||Financials||Is your financial department ID missing on expense reports or only appearing on some financial transactions? We recommend that you check the effective date! You can use the query UGA_GL_CF_DEPT_TBL to see the effective date of your department ID. If the effective date of the department ID is after the date of the transaction (on expense reports this is the expense line date), the department ID will not show up. You can adjust your effective date through the Maintaining Chartfield process if you have the necessary roles. If you don’t have access to make the edit, you’ll want to contact your unit’s business office to have them make the update.|
OneUSG Connect- Onboarding Process and Communication to Applicants
|08/27/2019||OneUSG Connect||Did you know that most applicants and new hires receive up to six automatic emails during the onboarding process? As a part of onboarding, our UGAJobs and Onboarding systems send out automatic messaging with helpful tips and reminders regarding expectations, requirements and next steps. Messages include helpful information regarding access to systems, Form I-9 completion, payroll information and enrolling in benefits (where applicable). For specific details, please reference the August 22 Weekly Status Call. Should you have any questions or specific inquiries regarding the messaging, please email email@example.com.|
OneUSG Connect- Automated Vacate of Positions within UGAJobs
|08/27/2019||OneUSG Connect||A new feature was migrated to UGAJobs on August 23. This feature will vacate positions automatically in UGAJobs after an employee has been terminated in OneUSG Connect. Previously, this was a manual process which required the unit to contact Central HR to request the update of the termination.|
OneUSG Connect- Holiday Hours Load
|08/27/2019||OneUSG Connect||Each holiday is loaded into the Time and Labor module within OneUSG Connect close to the pay period that includes the current holiday. Holidays are not pre-loaded into OneUSG Connect in case there are changes to an employee’s job data or eligibility; this helps ensure that holiday hours are paid to all eligible employees. Managers can also add holiday time as a time reporting code (TRC) on a new employee’s time sheet if needed. As a reminder, the Apply Schedule button for Pay from Schedule employees is greyed out during weeks that include holiday pay. Employees can add worked hours by pressing the "+" button on the right hand side of the timesheet.|
OneUSG Connect- First Year Odyssey Compensation
|08/27/2019||OneUSG Connect||We wanted to provide clarification on how to submit First-Year Odyssey (FYO) compensation for faculty. Please follow the FYO form instructions and complete the First-Year Odyssey Seminar Request for Compensation found on the FYO Seminar Resource webpage. The compensation should then be submitted within OneUSG Connect via Manager Self Service as Supplemental Pay with a defined term payment of “overload.” Central Payroll will then process the faculty compensation as additional pay (until Multiple Components of Pay is available in 2020).|
OneUSG Connect- Q&A Session with Benefits: 2020 Health Plan Premiums and Changes
|08/27/2019||OneUSG Connect||Do you have outstanding questions regarding the recent Archnews release of the Regents approved 2020 health plan premiums and upcoming changes? We had a great Q&A session with Benefits staff during the August 22 Weekly Status Call and encourage you to listen to that recorded session. If employees still have questions, they can reach out to the OneUSG Connect-Benefits Call Center at 1.844.587.4236 (toll free).|
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 4th 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.
|Financials- Accounts Payable Supplier List||08/20/2019||Financials||
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.
|Financials- Budget Status Report Version 2.1 New Feature||08/20/2019||Financials||
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.
|Financials- New Business Management Workcenter Queries Available.||08/20/2019||Financials||
The new Asset Management(Property Control) section has three new queries, which are enhancements requested by you! TheProcurement section has five new queries.
|Financials- General Ledger Journals: BudRef matters!||08/20/2019||Financials||
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.
|Financials- Transaction Signs Cheat Sheet||08/20/2019||Financials||
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.
|Financials- Fiscal Year-End Close||08/20/2019||Year End Close||
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.
|OneUSG Connect- Extended Employee Support Hours||08/20/2019||OneUSG Connect||
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 firstname.lastname@example.org.
|OneUSG Connect- FY19-20 Payroll Calendars have been published!||08/20/2019||OneUSG Connect||
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.
|OneUSG Connect- New Query Awareness||08/20/2019||OneUSG Connect||
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.
|OneUSG Connect- Time and Labor: Compliance Component Update||08/20/2019||OneUSG Connect||
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.
|OneUSG Connect- Employee Self Service: Paycheck Stub Availability||08/20/2019||OneUSG Connect||
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.
|OneUSG Connect- UGAJobs Background Investigation Delays||08/20/2019||OneUSG Connect||
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.
|OneUSG Connect- Special Open Office Hours for August Monthly Payroll||08/20/2019||Payroll||
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.
|Do you need a OneUSG Connect Quick Start guide for your newly hired employee?||08/13/2019||New Hires||
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 email@example.com .
|Correction of August 5th Tip: Would you like to update a business phone number within OneUSG Connect?||08/13/2019||OneUSG Connect||
To update an employee’s directory phone number, please email firstname.lastname@example.org 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 email@example.com).
|Graduate Assistantship Payroll Transition||08/13/2019||Payroll||
We encourage units to review and confirm the status of Graduate Assistantship payroll from Tuesday, August 13th to Thursday, August 15th. With thousands of your changes uploaded during the weekend of August 10th, 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.
|Why do we itemize expenses for Travel and Expense?||08/13/2019||Expenses||
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.
|Do you have anyone who has been given the financial user roles that require training?||08/06/2019||Training||Similar to the training audit that we ran after the Financials go-live, we will reach out to any employee who has been granted the Asset Management and SpeedType Maintenance roles ONLY if we do not have a record of completed training. They will be asked to answer just a few questions in a Qualtrics survey to provide self-confirmation of their training completion. The user can view the tutorials and course recording to complete this training requirement: Maintaining SpeedTypes and Maintaining Custodial Records. |
|Did you know you can set the Invalid Funding Report for daily auto-delivery?||08/06/2019||Funding Reports||The Invalid Funding Report in OneUSG Connect can be set for auto-delivery on a daily basis. It can be set for the current pay run and for multiple pay runs at once. You will also need to set it to stop receiving the old invalid funding reports. You can then repeat the process again for any new payruns. A tutorial is available in the Training Library.|
|Faculty and Staff Separation and Transfer lists have been updated.||08/06/2019||Faculty and Staff List||In light of the new UGA systems and as guides for the procedures and processing of UGA departmental transfers and student employee terminations, the Faculty & Staff Transfer Checklistand Student Employee Separation Checklistwere recently updated. As a reminder, the Faculty and Staff Separation Checklistwas recently updated and published and all these forms can be found in the Finance and Administration Forms Library.|
|Would you like to update a business phone number within OneUSG Connect?||08/06/2019||OneUSG Connect||To update an employee's directory phone number, please email firstname.lastname@example.org with a subject line of "Business Phone Number updated" 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.|
|We have a known issue with the Payroll Expense Detail query in OneUSG Connect that currently restricts results to your HR Departments.||08/06/2019||Payroll||The original Payroll Expense Detail query was written to not be restricted by HR Department, but it would return duplicate rows if an employee had multiple jobs (EmplIDs). To resolve that issue, the query was re-written and is now being impacted by departmental security. We are working with USG to determine the appropriate fix before additional changes are made to this query. In the meantime, please submit inquiries to email@example.com and we can send you the results that you need.|
|There are 2096 working hours in FY20. How does that affect payroll, budgets and encumbrances?||08/06/2019||FY20 Working Hours||We heard your request and in addition to the discussion about this variance during the Weekly Status Call on July 25, we have created a guide for understanding the FY20 variance in hours (2080 vs. 2096) located on the Payroll Transition Resources page and the various impacts to biweekly payroll, budgeting and encumbrances.|
|Budget Status Report version 2.1 will be available this week.||08/06/2019||Budget Status Report||The Budget Status Report in the Data Warehouse (powered by Tableau) is getting detailed transaction information in the form of a transactions log. On Wednesday, August 7th, a new link will appear under the Budget Status Report heading on OIR’s Operational Reports page. You will be able to filter by a variety of different chartfields with department being the only required filter. The current tutorial for using the Budget Status Report v2.0 is available in the Training Library; updates will be made soon to reflect the added functionality.|
|Do you have financial-related questions for Studies Abroad?||08/06/2019||Study Abroad||The Office of Global Engagement (OGE) has created a handy FAQ for financial questions relating to Study Abroad and Domestic Field Studies. The FAQ is linked along with other resources in the OneSource Training Library here.|
|Although kind remarks and thank you messages are appreciated, please remember to NOT send these as a response to a completed case.||08/06/2019||Ticket Resolution||
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 (firstname.lastname@example.org) 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 email@example.com 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 firstname.lastname@example.org 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.
|Not sure how to correct a transaction posted to the wrong chartstring?||08/06/2019||Chartstrings||
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.
|Are you interested in the status of the FY19 year-end close?||08/06/2019||FY19||
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.
|Do you have a request for edits or additions to the OneSource Training Library?||07/30/2019||OneSource Training Library||
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.
|Have you seen the enhancement to the Invalid Funding Report in OneUSG Connect?||07/30/2019||OneUSG Connect||
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.
|Are you running Commitment Accounting queries in OneUSG Connect?||07/30/2019||OneUSG Connect||
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!
|Do you have an employee transferring out of your unit and need to remove their access in the Financial Management System?||07/30/2019||Employee Transfers||
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!
|Do you need to process an Off-Cycle Payment payroll check request?||07/30/2019||Payroll||
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.
|Have you seen the two new tiles appearing in OneUSG Connect Employee Self Service this week?||07/30/2019||OneUSG Connect||
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.
|Do you still need to update FY20 Graduate Assistantships that are continuing in August?||07/30/2019||Graduate Assistantships||
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 12th to a new template and is due Tuesday, August 6th at 10:00 a.m. Join us for the HR Open Office Hours if you need assistance with this process.
|Do you have any employees whose time was picked up in the batch approval process within OneUSG Connect?||07/30/2019||OneUSG Connect||
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.
|Have you heard about the new Sponsored Projects Administration (SPA) “Pending Award” process for existing projects?||07/23/2019||Sponsored Projects Administration||
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.
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. 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.
|Do you need to adjust prior fiscal year (FY19) grants related to payroll?||07/23/2019||Payroll||
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.
|When will Departmental Sales and Service (DSS) deferred revenue (FY19) be posted?||07/23/2019||Departmental Sales and Services||
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.
|A new Fund Code filter is now available in the Project Status Report.||07/23/2019||Project Status Report||A new filter for Fund Code has been added to the Project Status Report. This will allow Principal Investigators (PIs) to view only restricted funds or financial staff to isolate cost share, if desired.|
|All 18F and any 18P on academic schedule have been placed on a Short Work Break (SWB) effective 06/01/2020.||07/23/2019||Short Work Break||The SWB action was made on the job data row with an effective date of 06/01/2020 for all faculty in the 18F pay group and any in the 18P pay group on the academic schedule. This action will prevent a personal service encumbrance for June 2020. All academic schedule faculty are typically active on payroll from August 1 until May 31st to ensure full payment for each month. Units should review the job data for these individuals and request changes to Short Work Break entries as needed.|
|Did you know that the Office of Institutional Research (OIR) will provide in-person data cube training?||07/23/2019||Data Cube||Training can be held at your location and can be group or individual sessions. Complete the request form to initiate the training.|
|How can a unit find out the status of a background investigation?||07/23/2019||Hiring||
The status of BI’s are kept up-to-date and can be viewed by hiring units in UGAJobs.
If a candidate has lived in multiple places, there is a possibility that additional
consent forms may be required in the Accurate portal.
|Will your employees need to clock time during this weekend's OneUSG Connect upgrade?||07/23/2019||OneUSG Connect||
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.
|Keep up-to-date with training material updates.||07/16/2019||Training||
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.
|Are you aware that a Short Work Break (SWB) won't be automatically added for Graduate Assistants in FY20?||07/16/2019||Short Work Break||
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 30th, 2020. The alternate funding options published for special projects can also be utilized for graduate assistantships.
|Wondering how the changes in FY20 Financial Departments are reflected in reporting?||07/16/2019||Finance Reporting||
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.
|Do you have FY20 "Merit" Ad Hoc salary changes to make?||07/16/2019||Salary Changes||
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.
|Did you know that a course on Month End Close Procedures is being offered?||07/16/2019||Close Procedures||
Month End Close Procedures covers the requirements for the financials month end close.
|“Retirement@Work” is now available to all new and existing staff.||07/16/2019||Retirement||Employees can enroll and make changes to their voluntary retirement plan elections via the “nest egg icon” in Employee Self Service (ESS) within OneUSG Connect. Just click on the “Benefits” drop-down from the ESS page, then click on the “My Retirement@Work” tile and follow the prompts.|
|Does your unit have enough open positions for Graduate Assistants and Student Wokers?||07/16/2019||Job Position Creation||If not, Central HR can help you with bulk creation of positions in anticipation of Fall Semester hiring. Just email email@example.com with a subject line of “HR Service Center: Student Position Creation Request” to begin the process. You can identify current positions to be cloned/copied if one already exists.|
|Do you have health, dental and/or vision coverage through UGA?||07/16/2019||Insurance plans||USG will be conducting a system-wide dependent audit of the medical, dental and vision plans this year.The dates of the verification period are July 22, 2019 – September 06, 2019. Any employee that added dependents to either medical, dental or vision plans prior to 7/1/2017 will be required to re-verify their dependent status.All active employees, employees in a leave status, retirees and COBRA participants are included in this audit.|
|UGAmart System Update set for Friday, July 19th.||07/16/2019||UGAmart||Between Friday July 19th at 9:00 p.m. and Sunday, July 21st at noon, UGAmart will be unavailable. Our vendor will be running a system update during this time frame to bring us up to the next version.|
|Remember with the new fiscal year, that we also use a new “Budget Reference” in Financial Management.||07/16/2019||Financial Management||For FY20 transactions to process they must have a BUD REF of 2020. This applies to deposits, Account Receivable, Accounts Payable, General Ledger, etc. Help us remind your travelers and anyone entering payment requests to use the new Budget Reference for this year!|
|Are you completely signing out of OneUSG Connect when you’re done?||07/16/2019||OneUSG Connect||
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.
|Budget Management Monthly Release Update||07/09/2019||Budget Management||
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.
|Are you familiar with “Multiple Components of Pay” or “MCOP” for short?||07/09/2019||MCOP||
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.
|What is the status of the HR department data cubes?||07/09/2019||HR Data Cubes||
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.
|Do you need help with clearing Personal Service Expenses that posted to Suspense Combo Codes?||07/09/2019||Expenses||
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.
|OneSource New Financial Department Setup Checklist is now available.||07/09/2019||Financial Checklist||
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.
|We’re continuing the Weekly Status Calls! Please (re-)register now!||07/09/2019||Status Calls||
As we move into fall, please join us for the Weekly Status Calls every Thursday at 1:30 p.m. starting July 11th. 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.
|An updated Faculty & Staff Separation Checklist is now available.||07/09/2019||Faculty and Staff Checklist||
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.
|The minimum hiring rates for temporary and student employees changed effective July 1st. Central HR will be working with units to update employee rates in OneUSG Connect.||07/09/2019||Minimum Hiring Rates||
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 8th 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 10th at 12:00 p.m. via SendFiles to Russ Ramsey at firstname.lastname@example.org. Questions should be directed to email@example.com.
|Reminder! Summer Academic Payroll Change forms are due Friday, July 19th!||07/09/2019||Payroll||
If you have additions needed for summer payroll (Maymester or June), these requests are also due with the July changes by Friday, July 19th. 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.
|We’re excited to share that OneUSG Connect has changed the biweekly absence approval deadline. This later time is available with the next bi-weekly payroll cycle.||07/09/2019||OneUSG Connect||
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.
|Adjustments on Sponsored Projects Final Invoices and Reports.
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 cubes changed last week. Wondering how the new fiscal year reporting rolls out in other systems?
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.
|Wondering how to manage all of your Graduate Student Assistantships for students that are continuing in fall 2019?
||07/02/2019||Grad Student Assistantships||
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.
|Payroll encumbrances for soft-funded positions.
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.
|Supplements are being added to OneUSG Connect.
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.
|FY2019 Position Funding Changes can no longer be submitted through Manager Self Service.||07/02/2019||Position Funding||
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 firstname.lastname@example.org.
Please submit the request with a title of ‘FY19 Change Position Funding’ and provide the following information in the request:
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.
|Were you unable to make a necessary FY19 correction in the AP or Travel and Expense
modules before the cutoff dates for those modules?
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.
|Reminder! There are tools available to help you balance funds.
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.
|When will the biweekly payroll with the July 5th paydate post to the general ledger?
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.
|When will you see the first FY20 Payroll/Personal Services Encumbrances?
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.
|Purchase Order Encumbrances will NOT be treated in the same manner as in legacy.
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.
|Do you manage accounts with Carry Forward Funding?||07/02/2019||Carry Forward Funding||
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.
|How long can FY19 general ledger journals be submitted to Central Accounting?
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.
|Do you know when FY2019 journals are due for posting to the general ledger?
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.
|HR/OneUSG Connect Open Office Hours will continue into the Fall Semester!
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
|Finalizing Summer Payroll Templates for July and need new query data?||06/25/2019||Payroll||
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 email@example.com and a Payroll representative will assist you.
|New Project Payroll Certification (ePAR replacement) starts this week.||06/25/2019||Payroll Certification||
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.
|Need to see and manage position funding by fiscal year?||06/25/2019||Position Funding||
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 20th Weekly Status Call.
|We’re continuing the Weekly Status Calls! Please (re-)register now.||06/25/2019||Status Calls||
As we move into fall, please join us for the Weekly Status Calls every Thursday at 1:30 p.m. starting July 11th (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.
|Check your Data Warehouse Reporting Cube filters on Thursday, June 27th.||06/25/2019||Data Reporting||
On Wednesday, June 26th, 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.
|Reminder! Early Bi-weekly Payroll Approval Friday, June 28 (not July 1).||06/25/2019||Payroll||
Bi-weekly Payroll has early cutoffs due to the July 4th holiday. The June 16 - June 29 payroll will be processed on June 28th. 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.
|Now is the time to start analyzing Departmental Sales and Services (DSS) activity to determine if accounts receivable or deferred revenue will need to be booked before year-end. Here are some examples to help you determine if you have this type of activity in your unit:||06/18/2019||Departmental Sales and Services||
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.
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:
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 (firstname.lastname@example.org or 706-542-6874) with any questions.
|As fiscal year-end is fast approaching; Central Accounting has financial review and analysis tips to share:||06/18/2019||Accounting||
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/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.
|Personnel Services encumbrance Known Issue update.||06/18/2019||Personnel Services||
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.
|Are you aware that temporary positions are now treated the same as student populations for some hiring processes?||06/18/2019||Hiring Processes||
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.
|In order to successfully process Terminations within OneUSG Connect, the Workforce Administration team within Central HR needs detailed comments to verify the effective dating. Please include all of the following in the comments section:||06/11/2019||Workforce Administration||
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.
|Today (June 11), marks the day to begin using the new transaction referred to as the Manager Self-Service Request for your Summer Pay Change Form submissions.||06/11/2019||Manager Self-Service||
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 details related to your Facilities Management Division Work Order charges? We have a query for that.||06/11/2019||Training||
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 for UGA's Financial Management Data update!||06/11/2019||Data Delivery||
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.
|Compensatory Leave payouts to be paid in the June 7th paychecks.||06/04/2019||Absence Management||
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.
|Did you know that UGAJobs training resources are available?||06/04/2019||UGAJobs||
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 email@example.com to schedule.
Available for questions at the weekly OneSource Open Office Hours:
Thursdays 3:00-5:00 p.m. at Caldwell Hall, Room 410.
|The issue with updating of campus addresses has been resolved!||06/04/2019||Manager Self Service||
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.
|Please help share these important instructions below! Employees must provide consent within OneUSG Connect if they want W-2 electronic delivery.||06/04/2019||Payroll||
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 firstname.lastname@example.org 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.
|Did you miss the Position Funding Cube Workshop? Don't worry, we've got you covered.||06/04/2019||Reporting||
On Tuesday, May 28th, 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 (email@example.com) 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.
|Clear your cache!||05/28/2019||Training||
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.
|Additional interactive Project Status Report trainings have been added.||05/28/2019||Data Delivery||
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.
|Compensatory payout balances are now updated for your biweekly comp eligible employees.||05/28/2019||Absence Management||
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.
|Did you hear? There's a new version of the Budget Status Report available!||05/28/2019||Data Delivery||
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.
|As a friendly reminder, all travel and general Expense Reports that need to be completed in FY19 must be approved in the system and at the Accounts Payable step by June 26, 2019||05/21/2019||Accounts Payable and Travel||
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:
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.
|When completing employee terminations, use the comments section!||05/21/2019||Position Management||
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.
|Did you know? There's a quick and easy way to review transactions in Manager Self-Service.||05/21/2019||Manager Self-Service||
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.
|Do you need resources to help you with the new faculty contract delivery process for FY20? We can help!||05/21/2019||Faculty Affairs||
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 firstname.lastname@example.org or 706-542-0547.
|Approvers will now see the correct signs when approving expenditure budget journals and transfers.||05/21/2019||General Ledger||
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.
|Cost Share Cost Transfers for Cost Share setup in PeopleSoft through 07/01/2019.||05/14/2019||Grants Management||
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.
|You can now sign-up to receive your W-2 electronically in OneUSG Connect!||05/14/2019||Payroll||
Information about 2019 W-2s in OneUSG Connect:
Entering your consent for electronic W-2 in OneUSG Connect:
|Do you know your options for retrieving pre-2019 paystubs and W-2s after June 30?||05/14/2019||Payroll||
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:
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!||05/07/2019||Grants Management||
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.
|Do you know the process to modify a sponsored projects award?||05/07/2019||Grants Management||
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 now available!||05/07/2019||Grants Management||
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.
|Did you hear? OneUSG Connect Open Office Hours have been extended through the end of June.||04/30/2019||OneUSG Connect||
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.
|Don't forget, there are upcoming upgrades to UGA's Financial Management and Budget Management System!||04/30/2019||Finance||
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.
|Are you terminating employees at the end of the spring semester? Human Resources has adjusted instructions on updating employees "terminated" status.||04/30/2019||
Spring Academic Terminations: Currently, for Academic Faculty (10 Month) and Academic Graduate Assistants (Academic Salary), termination dates will follow an effective date of June 1st 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.
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.
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.
|The Expense Report Adjustment Form is now live!||04/30/2019||Expenses||
Previously, to correct chartstring information on a paid expense report, you would email email@example.com 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.
|Do you need help in determining your unit's summer and fall employment needs with your current Student Worker and/or Graduate Assistant?||04/30/2019||
HR has created the following hiring scenario matrixes to guide you in your decision making and to help you in processing any hiring changes:
|Don't forget, updates to the Budget Status Cube will take place tonight!||04/23/2019||Data Warehouse||
Updates to the data available via the drill-through include:
Users will need to "refresh" cubes, not reset filters.
|Easily identify your Purchase Order open encumbrances with a new query.||04/23/2019||Purchasing||
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.
|Need to fund a vacant position?||04/23/2019||Commitment Accounting||
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.
|Did you know? A new role has been created in OneUSG Connect that allows view-only access to the HR Job Data Screen?||04/16/2019||OneUSG Connect||
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.
|Heads up! New month-end practices for AP Journal Vouchers and Commitment Control Budget Journals and Transfers will begin in April.||04/16/2019||Accounts Payable and Commitment Control||
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 11th 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).
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 11th 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.
|Did you remember to run the "Budget Pre-Check" process before submitting your Budget Transaction for approval?||04/16/2019||General Ledger||
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.
|Did you know that guidance for Year-End Expense Report processing is now available?||04/16/2019||Travel||
Guidance for year-end Expense Processing (travel authorities and expense reports) is now available on the Accounts Payable website.
|Need to contact the Service Desk? Not sure what number to call? We can help!||04/09/2019||Service Desk||
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.
|Do your employees need guidance on updating their tax witholdings?||04/09/2019||Payroll||
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 firstname.lastname@example.org 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 email@example.com. Foreign National employees will receive the appropriate withholding information via GLACIER.
|Do you need to transition your current spring student worker into the summer and/or fall?||04/09/2019||Position Management||
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.
|It's here, the new OneSource Roadmap!||03/26/2019||OneSource||
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.
|Data Warehouse updates are now available!||03/26/2019||Data Warehouse||
Position Funding Cube:
Project Status Cube:
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.
|Need more hands-on experience with the new Project Status Report?||03/26/2019||Data Warehouse||
Several working sessions have been scheduled between now and April 28 to share information and answer questions about this report.
|Confused by negatives and positives, debits and credits? We can help!||03/26/2019||Accounting||
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.
|Are you a user of the Billing Module within the UGA Financial Management System? Do you need a new billing charge code?||03/19/2019||Treasury||
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?||03/19/2019||OneUSG Connect||
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.
|Do you need to identify or reconcile your FMD AIM transactions on your Budget Status Report?||03/19/2019||
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.
|Did you know that you can personalize your GL Journal Entry view?||03/05/2019||General Ledger||
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:
|A new Project Status Report, housed in UGA's data warehouse, is now available for use.||03/05/2019||Reporting||
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.
|Did you know? You can set the Invalid Funding Report to receive daily notifications.||03/05/2019||Payroll||
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.
|March 9 UGA Network Maintenance||02/26/2019||EITS||
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.
|Are you a GL Approver? Do you have questions about the review process?||02/26/2019||General Ledger||
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 asks for your help!||02/26/2019||Accounts Payable||
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.
|The Facilities Management Division vehicle rental system now requires the name of your Account Manager.||02/26/2019||FMD||
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.
|We have a new process to request a Direct Retro!||02/19/2019||Commitment Accounting||
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 to determine which method cost reallocation should be used.
For more information or to request a Direct Retro, .
|Need to ensure that your deposits are going to the correct chartstring?||02/19/2019||Treasury||
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 in the System Manager Workcenter!||02/19/2019||Payroll||
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 20th, 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.
|OneUSG Connect Open Office Hour Session dates are now available for February and March.||02/12/2019||OneUSG Connect||
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 Human Resources Team is coming to check in with you!||02/12/2019||OneUSG Connect||
|Have you heard about the new Grants Toolkit?||02/12/2019||Grants||
|Looking for printed guides on specific topics? Something to print or post in your office? We now have Help Guides available!||02/05/2019||Training||
|Are you an Expense Manager in the UGA Financial Management System? Make sure you're reviewing outstanding travel authorizations.||02/05/2019||Expense||
|Are you a System Manager in OneUSG Connect? Don't forget to run the Invalid Funding Report for upcoming pay runs.||02/05/2019||Commitment Accounting||
|Need to cancel or edit an Absence Request?||01/29/2019|
|Did you hear the exciting news? Two new Expense module enhancements are now available.||01/29/2019||Expense|
|Don't forget, double-check invoice dates when submitting and approving payment requests.||01/22/2019||Accounts Payable|
|Need to adjust payroll and/or benefit charges?||01/22/2019||Commitment Accounting|
|Are you sure you signed out of OneUSG Connect?||01/22/2019||Training|
|OneUSG Connect Open Office Hours||01/15/2019||OneUSG Connect|
|Weekly Status Call Extended||01/15/2019||Change Management|
|Expense Reports "Delete" Functionality||01/15/2019||Travel|
|Receiving Timesheet Alerts?||01/15/2019||Time and Labor|
Date Modified: 10/22/2019