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May 21, 2020

Weekly Status Call

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Training CoursesAvailable Now

Course: Information:

UGAJobs • Available to units by request.• Email hrweb@uga.edu to make the request for your unit.

P-Card (online!)

• Located on the Procurement site• Initial P-Card Training• Refresher P-Card Training• Procurement Card Information

Sponsored Projects Administration (SPA)

• An abundance of new SPA trainings can be found on the SPA training calendar and registered for through PEP.

Express Direct Retros

• Overview of the Express Direct Retro functionality within OneUSG Connect.

• Available on the OneSource Training pagefor System Managers.

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Training CoursesAvailable Now

Course: Information:

Faculty Contracts• Updated for 2020• Available in the Training Library

Amazon Punchout

• All new with Amazon Business information. • Posted in the Financial Management System portion of the Training

Library.

University Human ResourcesTraining and Development

Online Summer Schedule

• Registration is now open via the Professional Education Portal

• Over 60 courses offered via Zoom: now – July 31

• Classes from campus partners – thank you!

• Specialized classes for the summer of COVID-19: well-being, remote working, learning circles, leadership and discussion groups

• List of current courses and dates available on the Training & Development website

• More resources coming throughout the summer to support campus reopening

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TrainingContinuing Education

GA Center offers 10 free continuing education courses through June 30!

• Free, self-paced online courses are now available to the public from the University of Georgia Center for Continuing Education & Hotel.

• These courses cover a variety of hard and soft skills.

• Apply to workers across a wide range of industries and fields.

Fiscal Master CalendarUpcoming Downtimes/Updates

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Access the Fiscal Master Calendar for additional dates and information!

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Financials, Budgets,

Reporting

May 21, 2020

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General Ledger/Commitment ControlNew Query

• Now available: UGA_KK_BUDGET_TRANSACTIONS_2DT

• Beginning and ending postdate prompts have been added to allow easier isolation of recent budget activity.

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• Note: This family of queries uses natural signs (- / +). Ex. expenditure budget increases will display as negative.

• Also in this query family:• UGA_KK_BUDGET_TRANSACTIONS

• UGA_KK_BUDGET_TRANSACTIONS_2

• UGA_KK_BUDGET_TRANSACTIONS_3

Budget ManagementBPSS Update

• BOR has not yet provided FY21 Budget Information to institutions

• Planning for quick communication and action once we receive information from BOR.

• Continue staying current on position funding.

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AccountingFiscal Year End Reminder

• Year-end deadline reminder

• Location of links to the:

• Fiscal Master Calendar

• Fiscal Year End Letter

• Fiscal Year Spending Guidance FAQ

• Fiscal Year End Town Hall Presentation

• Fiscal Year End Website

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This Photo by Unknown author is licensed under CC BY-SA-NC.

Refresh your memory about Year End processes and be sure to update your calendars accordingly!

AccountingAllowable and Unallowable Expenditure

by Fund Matrix (Summary)

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AccountingAllowable and Unallowable Expenditure

by Fund Matrix (Summary)

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The matrix is available on the Finance Division website under both the Purchasing and Accounting tiles.

PurchasingCost Savings –Copier Leases

• As a cost-savings measure, departments have the option of discontinuing their copier lease at the end of the fiscal year by sending a letter of non-renewal.

• Departments interested in discontinuing their copier lease should email a letter to the copier vendor rep stating the lease non-renewal and to schedule the machine pickup.

• The template for this letter is available on the UGAmart homepage: "Non-renewal Notice Form"

• The letter should be sent to copier vendor rep no later than 30 days prior to the end of the current lease term (most UGA copier leases end on June 30, 2020).

• Also CC the email to Angie Perteet in Procurement at aperteet@uga.edu.

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ReportingKnown Issue

• Known Issue: On May 18, encumbrances were zeroed out by one journal and updated values were contained in a second journal. However, due to timing, the updated encumbrance values are not yet visible in the Project Status Cube/Report. We anticipate that they will be picked up tonight by the Data Warehouse nightly load process and visible tomorrow in all reports. In the meantime, the UGA_KK_PROJ_BUD_BAL_WSUM query can be used to find updated payroll encumbrances on projects.

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OneUSG Connect,Human Resource,

Payroll

May 21, 2020

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FY21 Planning UpdateWeekly Update

• Developing an FAQ webpage for furlough planning – thank you for submitting questions!

• Reiterating our core values:

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Transparency, at all times

Collaboration, not oration

Genuine partnership

PayrollSummer Pay Update

• Maymester Summer Pay has locked and pay sheets have been created.

• We have 940 faculty scheduled to receive Maymester pay (compared to 913 last year).

• Please take time to review your summer pay entries using the additional pay queries.

• You can continue to use the Summer Pay Component in OneUSGConnect to make updates/additions to June and July summer pay amounts.

• Keep in mind that Summer Pay will now require the use of the HR/Practitioner URL (link on OneSource Website).

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PayrollSummer Pay Deadlines

• These dates and more available on the Summer Pay website.

• 2020 Summer Payroll Procedures previously reflected lockout dates.

• Updated with deadline dates listed below.

• Late entries will need to follow the appropriate exception process.

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OneUSG Connect Support Desk Reminder

• OneUSG Support help desk will be closed Monday, May 25 for Memorial Day

• Will resume normal operations on Tuesday, May 26.

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OneUSG Connect Practitioner URL

• HR/Payroll Practitioners are now required to utilize a different URL to access HR/Payroll Practitioner functionality in OneUSG Connect.

• This change provides increased security and better ensures the safeguarding of our data.

• If connected to a UGA network, no additional steps will be necessary outside of using the new URL.

• If working remote, or not connected to the UGA network, users will need to be connected through VPN02. For information on VPN02 access, please visit EITS Website.

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• OneUSG Connect Self Service Portal• Make updates to your own data via ESS, FDSS, Benefits• Perform duties as a manager (Approving Time and Absences)• Performing Manager Self-Service Transactions (Termination/Ad Hoc Salary

Changes)• Manager Self Service Reporting Work Center• Available regardless of network, VPN, or device

• OneUSG Connect Practitioner Portal• All access you have available in Self Service*• Access to your HR/Payroll Practitioner duties: job, position and payroll pages,

Summer Pay, Query Viewer• Requires VPN or Campus Network Connection

*No need to swap between self service and practitioner to perform your duties, all of your self service access is also available in practitioner

OneUSG Connect Practitioner URL

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OneUSG Connect Practitioner URL

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OneUSG Connect Practitioner URL

Absence Management/ Time & LaborCompensatory (Comp) Payout FY2020

• Reminder - Deadline is approaching! No action needed today but coming soon!

• In accordance with USG policy, comp balances must be paid out prior to the end of the fiscal year.

• Comp payouts will be based on the balance as of May 30.

• Payouts will be added to the timesheet during the May 31 - June 13 pay period to be paid on June 19.

• If an employee has a scheduled leave event prior to June 30 comp hours can be used for the leave event instead of the payout.

• For central tracking purposes, these leave events will need to be submitted and approved by 5:00 p.m. on June 13.

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Absence Management/ Time & LaborCompensatory (Comp) Payout FY2020

• To determine the number of hours to be paid follow the training tutorial below:

• Viewing an Employee's Leave Balances

• Use biweekly period end date of May 30

• The accurate balance will be visible on June 2

• To process the comp hours for payment follow the training tutorial below:

• Paying Out an Employee's Comp Balance (requires Departmental Dynamic Group access to timesheet, can also be done by supervisors and Time & Absence Approvers)

• These hours can be added to June 13 on the employee's timesheet.

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IDMUpgrade Scheduled for June 5-7

• Our current IDM system, OneIdentity, is on limited support and in need of an upgrade before the end of the year

• With this upgrade, there will be look and feel changes for users of the IDM Portal

• During this upgrade, there will be no impact for users to be able to use their MyID to get into campus systems

• Identity creation and updates will be suspended during the upgrade weekend

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IDMImportant Data Access Reminder

Data Users must responsibly use data for which they have access

• Using the data for its intended purpose.

• Respecting the privacy of members of the university community.

• Protecting data in accordance with all applicable laws, USG and UGA policies.

• Access does not imply authorization for copying, further dissemination of data, or any use other than the specific use for which the employee was authorized.

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IDMImportant Data Access Reminder

Data Users must responsibly use data for which they have access

• UGA Data Management and Governance

• UGA Acceptable Use Policy (Policies on the Use of Computers)

• UGA Data Access Policy

• Data Classification and Protection Standard

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HR People OperationsPartial Year Agreement

• The Partial Year Agreement Form has been updated with specific language to include furlough planning.

• Partial-year employment is a management and budgeting tool which allows employing units to concentrate the support staff work force during peak demand periods and to reduce the number of support staff during low demand periods.

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Thursday TidbitGrief

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Elisabeth Kübler-Ross (July 8, 1926 – August 24, 2004) was a Swiss-American psychiatrist, a pioneer in near-death studies, and author of the internationally best-selling book, On Death and Dying (1969), where she first discussed her theory of the five stages of grief, also known as the "Kübler-Ross model".

•The Kübler-Ross model, or the Five Stages of Grief™, postulates a series of emotions experienced by terminally ill patients prior to death, or people who have lost a loved one, wherein the five stages are:

Denial Anger Bargaining Depression Acceptance

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Questions/Suggestions/Concerns

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onesource@uga.edu

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