News and Updates

Hourly Student Time Tracking

Dear Members of the Georgetown Community,

We are happy to announce that beginning today (July 20, 2015), time tracking for Hourly Student Employees is now available within GMS. Hourly Student Employees are now able to enter in the start and end times (in/out) of hours worked directly into GMS using their iOS/Android device or PC.

How does this impact Hourly Student Employees?

  • A paper timesheet will no longer be required (unless required by the department).
  • Start and end times (in/out) for hours worked will be entered directly into GMS and submitted for approval by the Timekeeper/Manager.
  • Time can be entered into GMS using an iOS/Android device or PC.

How does this impact Timekeepers/Managers?

  • If the department no longer requires paper timesheets, Timekeepers no longer need to enter time on behalf of the student.
  • If the department continues to require paper timesheets, Timekeepers will enter the start and end times (in/out) from the paper timesheet into GMS and submit/approve. Similar to today, the paper timesheet must be retained for audit purposes.
  • Timekeepers/Managers are still required to approve the time submitted by students.

How does this benefit the University?

  • Compliant with the DC Wage Theft Prevention Act
  • Improves tracking, reporting, and audit capabilities

When Will Non Student Hourly Employees Get this Functionality?

  • All Non Student Hourly Employees will transition to electronic time sheets in October of 2015. 
  • In the coming months, the GMS team and campus subject matter experts will be meeting with departments to gather requirements to inform the transition of non-student hourly employees. We will update the community with actual Go-Live dates in a separate communication.

What Training Materials are Available?

  • If you are a student employee and wish to learn more about time tracking for student employees, please review the training materials here
  • If you are a manager and/or timekeeper for student employees and which to learn more about time tracking from students, please review the training materials here

For questions regarding student employment or time tracking related to student employment please contact the Student Employment Office at finseo@georgetown.edu or via (202) 687-4187.

If you encounter any GMS issues, please contact the Service Center by emailing help@georgetown.edu or calling (202) 687-4949.
 
Sincerely,

The Office of Student Employment
The Department of Human Resources

 

Workday 24 Update

Dear Colleagues,

This weekend we  implemented the Workday 24 update in the Georgetown Management System (GMS).  With this update, Workday provides several enhancements in regards to the look and feel of the system.  Here's a quick summary of changes in Workday 24:

 - New Application Header 
 - Worklets now launch in full screen mode
 - Inbox enhancements
 - New display for the Workday for Mobile App 
 - Full desktop version of GMS via your mobile device’s browser
 - Important Expense Report dates for employees who work on Grants
 - New monthly view of Team Time Off and Leave Calendar
 - New features for Organization Charts

The Workday 24 Quick Reference Guide is available on the GMS website, under the Training section, which contains detailed explanations and screen captures of the changes you can expect to find in the new release.

Additionally, you can watch the Workday 24 Update video (see below) to see demonstrations of the new look and feel of GMS.

The Workday 24 compatible version of the mobile app will be released on March 16th.  Interested users will need to update their app on their mobile device to be able to use the new display.

If you encounter any GMS issues, please contact the Service Center by emailing help@georgetown.edu or calling (202) 687-4949.

Thank you for your attention.

Pim Thukral
VP, Financial Accounting & Systems

Charles DeSantis
AVP, Benefits, Payroll and Wellness
Chief Benefits Officer

GMS: Workday 24 Visual Redesign from GMS Training Team on Vimeo.

Workday 23 Update

Dear GMS Users,

This is to remind you that the release of Workday 23 is scheduled to occur on Monday, August 18th.  In preparation for this, GMS will be unavailable from 5 p.m. Friday, August 15th until 11:59 p.m. Sunday, August 17th.  Please plan accordingly.

Click here to view the PowerPoint presentation containing screen captures of the changes you can expect to find with regard to the new release.  Here's a quick summary of changes in Workday 23:

 - New Related Worktag Feature for Costing Allocations
 - Mobile Enhancements with New Self Service Features
 - Ability to Drag & Drop Files for Expense Reports

In addition, the Workday 23 compatible version of the mobile app will be released on August 15th.  Interested users will need to update their app on their mobile device to be able to use the new features.

If you encounter any GMS issues, please contact the Service Center by emailing them at help@georgeown.edu or calling (202) 687-4949.

Thank you for your attention.

David Achenbach
AVP, Human Resources

Pim Thurkal
VP, Financial Accounting & Systems

Charles DeSantis
AVP, Benefits, Payroll and Wellness
Chief Benefits Officer

GMS Mobile

Dear Colleagues,

GMS is taking its show on the road! If you ever need to access GMS away from the office, Workday for Mobile is for you. With Workday for Mobile, employees can perform many of the same functions that are available on the desktop including:

  • Viewing pay slips and obtaining PDF versions of your pay statements from the past 6 months.
  • Entering Time (Currently available only for iPhone and iPad. This functionality will be available on Android devices in August 2014.)
  • Requesting Time Off
  • Changing your Personal Information
  • Creating Expense Receipts

Workday for Mobile gives Managers access to GMS tasks when they’re on the go, such as:

  • Approving time off requests for members of their team.
  • Viewing their Team Time Off Calendar
  • Navigating their organization and drilling into a worker's profile with a single touch.

Please note full details supporting transactions are very limited in Mobile. While you can approve on the go, you won’t be able to see the additional information on what you are approving. Therefore it is our recommendation those in approval roles continue to review and approve transactions via the desktop version of GMS.

To learn more about the Workday Mobile App, please go to the GMS Employee Quick Reference Guide. Please click on GMS Mobile in the Table of Contents to take you directly to step by step instructions on installing and navigating Workday for Mobile.

If you need assistance, please contact the Service Center at help@georgetown.edu or call (202) 687-4949.

Sincerely,

David Achenbach
AVP, Human Resources

Charles DeSantis
AVP, Benefits, Payroll & Wellness
Chief Benefits Officer

Pim Thurkal
VP, Financial Accounting & Systems