Important updates and instructions about new OneSource upgrade

Welcome back for the 2018-2019 academic year!

A major financial systems upgrade, OneSource, is being implemented at UGA this fiscal year that will affect every employee across all campuses. Effective July 1, as some of you are already aware, UGA has upgraded its financial processing systems to PeopleSoft. On Dec. 16, UGA will continue the upgrade to our HR/payroll or Human Capital Management systems. More information will be shared about these changes as the implementation approaches.

Below are listed several topics of immediate interest:

Access: Each employee has access to log into PeopleSoft using their myID. Firefox is the preferred web browser, as Safari, Chrome, and Explorer have known compatibility issues. Access must be behind the Cisco AnyConnect VPN. Log into OneSource using this link.

The base-level access should display the following tiles:

Expenses: Add receipts and request reimbursement.
Travel authorization: Request permission to travel on UGA business. This should be done for both in-state (replacing paper forms) as well as out-of-state travel. Be careful not to select Georgia Country vs. a location in Georgia. All travel authorities must be submitted before traveling. Submissions will not be accepted after the trip, and UGA will require an explanation of why one was not submitted at the time of the reimbursement request.
TE profile and delegation: May select a delegate to work on and submit a travel authorization or to work on an expense reimbursement request. Only you can select a delegate for yourself. Under “Review Payments,” you can also review your reimbursement requests to see where they are in process or whether they have paid out.

Expense and Travel Reimbursements: Receipts and expenditures may be added to “My Wallet” as you travel. This can be done by adding an expense and attaching a copy of the receipt (if applicable). This receipt can be a photograph taken with your phone and uploaded. Please ensure that the image is clear and readable, and save your hard copies until your reimbursement has been completed in case a better image is needed.

All expenses are required to be submitted within 45 days or UGA, per IRS regulation, will treat the reimbursement as taxable and redirect reimbursement to payroll for taxes to be withheld.
For detailed step-by-step guides on how to navigate PeopleSoft for travel and other expense reimbursements, you can access the OneSource Training Library. The “See It” feature will allow you to watch, the “Try It” will give you prompts as you take the steps, and the “Print It” feature will print the steps in an easy to follow list.
Several “Print It” options have been included below for your reference. I recommend using the “Try It” options at the Training Library, under “Travel and Expense.” Just hit “Enter” to move forward a step and “Backspace” to move back one step.

Indirect Cost Recovery (ICR): ICR has, in the past, been budgeted in the fiscal year after it was earned. For FY19, we will be receiving our ICR allocations from FY18 expenditures at the beginning of the year. In addition, starting this July, ICR will be allocated to their designated accounts at the end of each month as it is earned. So, for FY19, we will receive the full ICR for expenditures from FY18 and FY19. You can find more OneSource resources here.

Personnel Activity Report (PAR): Those of you working on grants are familiar with approving a personnel activity report for each pay period to affirm the percentage breakdown of salary. This will no longer take place as this process is being replaced with an annual and end-of-project salary certification (not by %) by the grant principal investigator. PARs will only be used during the fall, before HCM implementation, to correct salary distributions. You can find more OneSource resources here.

Account numbers (chart of accounts): UGA’s legacy account numbers have been replaced with a string of account identifiers. As these can be rather long, please consult with your unit business managers on what string to use. In some cases, a shortcut called a SPEEDTYPE has been established that can be used in place of the full string of codes. View a chart of accounts.

For more information about this transition, please visit the OneSource website.