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GMS News

On June 30, 2014 we will be live with GMS Financials to coincide with the start of the fiscal year.  Click here for an update on the implementation project to include system progress, training and timeline.

The Onboarding landing page has been enhanced with the following:

  • Newly hired faculty members will now receive a "Faculty Handbook" to review and acknowledge in a similar way to how non faculty members review an "Employee Handbook".
  • A new announcement worklet will display I-9 and state / local tax form reminders, as well as a link to an on-boarding job aid to assist new employees should they require assistance.

New employees will receive an email notification on their first day of work directing them to sign up for Benefits Orientation. They will also receive reminders to enroll in benefits after 30 and 45 days of employment, if they have not yet done so. As an employee approaches 60 days of employment without enrolling in benefits, their Manager and HR Contact will be notified.

 

Archives

Phishing Attack Reminder - Posted January 27, 2014

Dear Colleagues,

Phishing attacks are growing more sophisticated daily. Recently we have seen a high volume of phishes with subjects that suggest you click on the link in the body of the email to take actions related to a pay increase, “YOUR GEORGETOWN PAY INCREASE” is a typical example.
 
This is an attempt similar to the one experienced in November, in which Bank Routing information for Direct Deposit is altered to redirect salaries.  DO NOT CLICK ON THE LINK in the email.
 
If you have clicked on the link, please take the following steps immediately:

  • At a different computer, immediately change your NetID password.
  • Do the same for any other accounts for which you used the same password.
  • Log into GMS and confirm that your direct deposit routing is correct.
  • If it is not, please make the necessary change to correct it, and notify UIS at security@georgetowndotedu, or call the help desk at 7-4949.

UIS' security team continues to intercept and mitigate 100s of attacks per day. Please protect yourself and our campus from attacks by not clicking on links in emails.

Regards,

Lisa Davis
Chief Information Officer
Georgetown University

Inclement Weather Policy Reminder - Posted December 12, 2013

Dear Colleagues: 

With the winter weather season now upon us, please take a moment to review the Inclement Weather Policy found on the HR website. Encourage your employees to sign up for HOYAlert for change in schedule notifications if they have not done so already.

Below are instructions of time reporting practices in GMS for Hourly employees in the event of a liberal leave, delayed arrival, early departure or University closure due to inclement weather. 

LIBERAL LEAVE:

  • Employees who report within two hours of their normal start time will be paid for those hours, therefore they should be included in their Regular Hours in GMS for that day.
  • Employees who do not report to work should use Request Time Off with the Paid Leave Unscheduled time type in GMS to use their accrued paid leave for this time.

DELAYED ARRIVAL:

  • All designated emergency employees must report to work on time.  They will be paid for hours actually worked and should record hours worked as “Regular Hours.”
  • Non-emergency employees are expected to report to work at a designated time. They will be paid for hours actually worked and should record hours worked as “Regular Hours.”

EARLY DEPARTURE:

  • When early departures are permitted, employees will be paid for the authorized excused hours therefore the excused hours should be included in their Regular Hours in GMS for that day.

UNIVERSITY CLOSURE:

  • Regular and Term Hourly Paid Employees:
    • Employees who are NOT required to work during a University closure should record those hours as "Inclement Weather.”
    • Employees represented by a Union (Allied, SEIU) and who ARE required to work during a University closure should record hours worked as "Inclement Weather Worked".  
    • Non-union employees who ARE required to work during a University closure should record hours worked as “Regular Hours”.
  • Temporary and Hourly Student Employees: Employees in these categories will only be paid if required to work. In the event that hours are worked during a University closure, temporary and hourly student employees should record their time as "Regular Hours".  Under no circumstances should "Inclement Weather” or “Inclement Weather Worked” be used for temporary or hourly student employees.

If you have any questions regarding Inclement Weather policy, please contact your department’s HR Generalist.  If you have any questions regarding recording time in GMS, please contact GMS Support at gmssupport@georgetown.edu.

Stay safe and keep warm.

Junie Nathani
Interim VP of Human Resources & CHRO

Hello and Welcome to the new Time Tracking in GMS! - Posted October 15, 2013

Dear Colleagues:

We have successfully implemented Time Tracking in the Georgetown Management System (GMS) and the system is now up and running. Please be sure to use the online instructions posted to the GMS website which includes:

These resources can be found under the Employee section for Hourly Employee information and under For GMS Administrators -> GMS Training for Managers & Timekeepers.

In addition to the online resources, we have activated training worklets within GMS. The training worklets provide quick links which will allow you to access the reference guides and videos while you are logged into GMS. The icon for the training worklet, as well as the information displayed, is driven by your role within GMS as illustrated below.

  • For All Employees, on the All About Me page click
  • For Managers, on the My Team page click 
  • For all other roles, on My Workday 2.0 the worklet is defaulted on the landing page

Thank you for your attention during this important transition.

Sincerely,

Junie Nathani
Interim VP Human Resources & CHRO

Charles DeSantis
Associate Vice President of Faculty and Staff Benefits, Payroll & Wellness
Chief Benefits Officer

 

Time Tracking Update - Posted October 7, 2013

Dear Colleagues:


On October 15, 2013 Georgetown will be implementing new Time Tracking functionality in the Georgetown Management System (GMS), powered by Workday. The current Payroll Timesheet process will no longer be supported by Workday, therefore we will move to the new system and adjust our processes accordingly.

What is new in Time Tracking?


The Time Tracking system will allow for easier, more flexible time entry with an updated screen that is much simpler to navigate. Managers will now receive an email notification when their employee submits a timesheet for approval. Time Tracking leverages the ability to enter time off requests directly from the timesheet. For employees that have multiple hourly jobs, the primary department will no longer be solely responsible for an employee’s time entry and approval. Going forward, each department will have the ability to record and approve time. Time Tracking also supports retroactive timesheets which eliminates the need to submit a GPF for retroactive time corrections.


One important update to note is the Costing Override on the timesheet will not be available at go-live. However we plan to enable this functionality in the very near future. In the interim please continue to use Payroll JV process to make funding adjustments.

Where can you learn more about Time Tracking


We have a multitude of online resources available for your reference to Time Tracking. These resources include:

These resources can be found on the GMS website under the Employee section for Hourly Employee information and under For GMS Administrators -> GMS Training for Managers & Timekeepers.

Important Dates & Deadlines

  • Due to the transition to Time Tracking all Timesheets must be completed and approved by 1:00 p.m. on Thursday, October 10th for the October 18th pay date. Click here to view the online Payroll calendar.
  • GMS will be unavailable starting 5:00 p.m. on Friday, October 11th through Monday, October 14th at 11:59 p.m. as the Core Team converts GMS to the new Time Tracking.
  • Tuesday, October 15th we go live with Time Tracking.


Thank you for your attention and preparation for this important transition. We encourage you to check the GMS website frequently for updates. On the website, you can also "Click for GMS Help" and your email inquiry will be promptly answered.

Sincerely,

Junie Nathani
Interim VP Human Resources & CHRO

Charles DeSantis
AVP, Benefits, Payroll and Wellness


Time Tracking Coming Soon in GMS - Posted August 22, 2013

Dear Colleagues:

The time has come. On October 14, 2013 Georgetown will be implementing new Time Tracking functionality in the Georgetown Management System (GMS). The current Payroll Timesheet process will no longer be supported by Workday, therefore we will move to the new system and adjust our processes accordingly. While Workday technology moves fast, so do our business needs and the new GMS Time Tracking functions offer a number of enhancements that will benefit the University and streamline work flow for GMS users.

What are the benefits of Time Tracking?

The new Time Tracking system will allow for easier, more flexible time entry with an updated screen that is much simpler to navigate. Time Tracking also leverages the ability to enter time off requests directly from the timesheet. For employees that have multiple hourly jobs, the primary department will no longer be solely responsible for an employee’s time entry and approval. Going forward, each department will have the ability to record and approve time. Finally, Time Tracking also supports retroactive timesheets which eliminates the need to submit a GPF for retroactive time corrections.


Next Steps (August – October 2013)
Week of August 26th: A detailed communication outlining critical dates, deadlines and training offerings.

Weeks of Sept 9 – Oct 4: Open demonstrations and webinars for all employees and managers. Required hands-on training for Timekeepers. Online training resources will also be available.

Week of Oct. 7th: Time approved by October 10th for the October 18th pay date. Please note this week is an early payroll closing due to the Columbus Day holiday. GMS will be unavailable starting 5:00 p.m. on Friday, October 11th through Monday, October 14th at 11:59 p.m. as the Core Team converts GMS to the new Time Tracking.

October 14th: Go-live for Time Tracking.


Thank you for your attention. Look for more information later this month, but please mark your calendars now and plan ahead.


Sincerely,

Junie Nathani
Interim VP Human Resources & CHRO

Charles DeSantis
AVP, Faculty & Staff Benefits and Payroll


Message about Workday 20 - Posted August 9, 2013

Dear GMS Users,


This is to remind you that the release of Workday 20 is scheduled to occur on Monday, August 12. In preparation for this, GMS will be unavailable from 5 p.m. Friday August 9th until 11:59 p.m. Sunday, August 11th. Please plan accordingly.


Attached you will find a 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 20:


•Updated internet browser policy
•New validation rule to prevent duplicate Social Security Numbers 
•Assign costing allocations now included in the core staffing business processes
•New Employee Timeline Report which summarizes an employee’s information across calendar years

If you encounter any GMS issues, please contact GMS Support at gms-support@georgetown.edu.


Thank you for your attention.


Sincerely,
Junie Nathani
Interim VP Human Resources

Charles DeSantis
AVP, Faculty and Staff Benefits and Payroll


GMS is now available with the New Chart of Accounts! - Posted June 3, 2013

GMS is now available now for you to resume your normal activities to include timesheets, requesting time off, making benefits changes, etc.

For anyone that required an off-cycle payment and submitted GPFs by close of business Thursday, payment should be available by Monday, June 3, thanks to the the Payroll Department who will be working diligently to key these payments today.

Please note that all cost allocations and default organization assignments now use the new chart of accounts designations. If you find that your cost allocations or default organizational assignments are displaying a ZZZ-DO NOT USE code, please contact your HR contact as soon as possible.

Click here to view the Chart of Accounts Mapping Table.


Chart of Accounts Update - Posted May 30, 2013

Dear Colleagues,

Workday quickly identified a bug in the time sheet approval process as the cause of our performance issues. A fix was provided to the Core team to retest and approve to move into production. This patch was applied to production last night and GMS should be working normally now.

If you entered a transaction in GMS on Friday before the lock out, the transaction should still exist and you should not have to reenter it. If you submitted a request for an off-cycle payment, the Payroll Department will be working to complete those transactions in the system today for payment on Monday.

If you have any issues, problems or concerns please write to GMS-Support@georgetown.edu. This inbox will be monitored throughout the weekend.


We apologize for the inconvenience.


Sincerely,

Pim Thukral
VP, Financial Accounting & Systems

Mary Anne Mahin
VP, Human Resources

Charles DeSantis
AVP, Faculty and Staff Benefits and Payroll


Chart of Accounts Update - Posted May 27, 2013

Dear GMS Community:

Over the weekend we encountered a software issue that is preventing us from completing the chart of accounts (CoA) conversion in GMS. This issue occurred as a result of a May 10th patch that Workday put into production AFTER our May 6th final testing for the CoA conversion. Workday has worked around the clock to deliver a patch to us that will fix this problem. In order to test this patch and convert to the new chart of accounts, we will need to extend the current GMS outage until midnight, early morning Friday, May 31.

In the meantime, if you need assistance in looking up worker history to support the merit increase process, please contact the Core team at gms-support@georgetown.edu to assist you with this.

For employees who were unable to complete time sheets before the lockout on Friday, they will need to have GPFs into payroll no later than Thursday at 5 p.m. which will not be paid until Tuesday, June 4. If you have any hardship cases, please contact Claudette Richardson at richardc@georgetown.edu or at payrollservices@georgetown.edu.

We apologize for any inconvenience this may cause. Please contact gms-support@georgetown.edu if you any questions.

Sincerely,

Pim Thukral
VP, Financial Accounting & Systems

Mary Anne Mahin
VP, Human Resources

Charles DeSantis
AVP, Faculty and Staff Benefits and Payroll


Message about Workday 19 Upgrade - Posted April 19, 2013

Dear GMS Users,

This is to remind you that the release of Workday 19 is scheduled to occur on Monday, April 22. In preparation for this, GMS will be unavailable from 5 p.m. Friday April 19th until 11:59 p.m. April 21. Please plan accordingly.

Attached you will find a PowerPoint presentation containing screen captures of the changes you can expect to find in relationship to the new release. Here's a quick summary of changes in Workday 19:

  • New Search functionality to direct your searches within a functional area.
  • Action items and Notifications now display on separate tabs in the Workfeed.
  • Print organization charts to PDF files which contain a dynamic presentation of the structure of your organization.

If you encounter any GMS issues, please contact GMS Support at gmssupport@georgetown.edu.

Thank you for your attention.

Sincerely,

Mary Anne Mahin

Vice President & CHRO


GMS Payroll Deadlines due to Workday 19 Upgrade - Posted April 2, 2013

Due to the GMS upgrade to Workday 19 on April 22nd, there are adjustments to the US Monthly Payroll deadlines that require your attention:

 April 9th - Transactions must be initiated in GMS to be included in the April pay period.

April 16th – CFO approval in GMS by noon.

April 17th – Documents due in Payroll by 10:00 a.m.

April 19th – US Monthly Payroll processed.

April 30th – US Monthly Payroll pay date.

 To find the updated payroll calendar, please click here.


Good Friday Payroll Announcement - Posted March 26, 2013

Due to the University Holiday on Friday, March 29, those faculty and staff who are on the monthly payroll cycle will be paid on Thursday, March 28.

Payroll documents for the Biweekly pay period ending 03/31/13 are due on Thursday, March 28 at 10 AM. Time entry completed/approval as scheduled on Monday, April 01.


Timesheet Instructions for University Closure due to Snow - Posted March 6, 2013

Dear Time Keepers and Managers:

In light of the University's closure due to snow, please remind your Hourly employees of the following time reporting practices:

Regular and Term Hourly Paid Employees:

  • For those employees who are NOT required to work during the University closure, those hours should be recorded as "Inclement Weather."
  • For those employees represented by a Union (Allied, SEIU) who ARE required to work on March 6, hours should be recorded as "Inclement Weather Worked."
  • For all other hourly paid employees who ARE required to work on March 6, hours should be recorded as “Regular Hours.

Temporary and Hourly Student Employees: Employees in these categories will only be paid if required to work. In the event that hours are worked during the University closure, these employees should record their time as "Regular Hours." Under no circumstances should "Inclement Weather” or “Inclement Weather Worked” be used for these employees.

Stay safe and keep warm.

Sincerely,


Mary Anne Mahin
VP, Human Resources & CHRO


Message from Mary Anne Mahin, the Vice President for Human Resources - Posted February 14, 2013

Dear Colleagues,

It has been a little over a year since we went live with GMS and I am pleased with the progress we’ve made since January 2012. While it certainly hasn’t always been easy, thanks to many, we’ve managed to navigate the bumps in the road and have stabilized the system. We still have more work to do and we are dedicating our efforts to improving the system, implementing new functionality and focusing on more training and knowledge management.

However, through the dedicated efforts of our human resources, benefits, payroll, finance and UIS communities, we overcame the initial challenges with overpayments, underpayments and non-payments; and, we were able to keep pace with all of the changes that Workday has made to the system over three updates. For example, we successfully held Open Enrollment and processed W-2s early.

In just a year, this community has undergone major change –not only in how we process pay and benefits but also how we hire new, faculty, staff, and student employees. We have gone from very decentralized, non-standard, paper intensive processes in each campus to more consistent, streamlined, and eco-friendly hiring practices. We’ve gone from processing Human Resource transactions in an old system that required dedicated technological resources to maintain, to one that requires no systems infrastructure maintenance and allows us to focus resources on process improvement. Our newly redesigned website is just the beginning of our efforts in this area. We welcome your feedback and suggestions for continued refinement.

Thank you very much for your patience, dedication, hard work and commitment to excellence and moving forward.
 


Changes in Workday 18 - Posted December 3, 2012

Many of these changes are cosmetic and don't impact the way GMS works, just the way it looks. Here's a quick summary of changes in Workday 18:

  • New layout when viewing Employee Information in Job Details, Job Profiles, Organizations (All About Me and My Team views are not affected). The new layout goes from a circular view to a horizontal view.
  • A new Directory Swirl button allows you to access members of your team and organization
  • Pencil icon is now orange
  • In the New Hire process, on the Edit ID screen, you will find a series of fields at the bottom of the screen labeled "Form I-9 IDs". You are not able to edit these fields and they should be ignored. They are linked to a functionality that we are not currently using and, for that reason, should be disregarded

Hard Deadline for Timesheet Approval - 1pm

Timesheets that have not been approved by the Payroll deadline (typically 1 pm on the Monday following the 2nd Sunday in a pay period) will be canceled. General Payroll Forms (GPF) will need to be submitted for those bi-weekly paid, hourly employees whose timesheets were not approved by the deadline.


2013 Payroll Tax and Mileage Reimbursement Update - January 4, 2013 Archive

In an effort to make you aware of changes that may impact you and your paycheck, Payroll Services would like to provide you with this very important information.

As you may be know, the payroll tax holiday was not extended in the recent "fiscal cliff deal" approved by Congress. Here's how this may impact your take home pay:

Social Security Tax
For 2013, the employee tax rate for social security increases to 6.2%. Previously, the tax rate for employees was 4.2%.

The social security wage base limit increases to $113,700 an increase of $3,600 from the 2012 wage base of $110,100. This means that in 2013 social security tax will collected only on the first $113,700 earned.

Medicare Tax
The Medicare tax rate will remain at 1.45%, unchanged from 2012. (There is no wage base limit for Medicare tax.) New for 2013, an additional ) 0.9% Additional Medicare Tax will be withheld from wages for those earning more than $200,000 in a calendar year.

Mileage Reimbursement
Lastly, I'd like to bring your attention to the new standard mileage reimbursement rates for 2013. Effective January 1, 2013, the standard mileage rates for the use of a car are:

  • 56.5 cents per mile for business miles driven
  • 24 cents per mile driven for moving expense

The rate for business miles driven during 2013 increases 1 cent from the 2012 rate.

Moving forward, we will continue to provide you with any relevant updates and impacts as we become aware of them. Please feel free to contact Payroll Services with any questions or concerns you may have on these, or any other payroll-related, issues.


HCM: New forms for changes to GMS Roles and Organizations - Archive

The forms for requesting role assignments and changes to supervisory organizations in GMS have recently been updated. Please use the new forms for all new changes.

The new forms are linked from the main Human Resources forms page. See the link "Changes to Organizations and Roles" on this page:
http://hr.georgetown.edu/employment_services/forms.html

The most important changes to the forms are:

  • All role changes now require the approval of at least one university data steward, usually the VP & CHRO.
  • The role change form has been divided into one form for Manager, HR Contact, or Timekeeper requests, and a different form for other role changes.
  • Changes to supervisory organizations now require approvals at the department and campus level.

More information about GMS roles, supervisory organizations, and the process for using these forms can be found in the GMS wiki at:
https://wiki.uis.georgetown.edu/display/GMS/Changes+to+Organizations+and+Roles

If you have questions about using these forms, please contact your HR Partner, Academic HR Partner, or Student Employment Reviewer.


HCM: Time Off Requests in GMS - Archive

As we are in the midst of prime vacation time, it's important to remind salaried employees to request their time off through the Georgetown Management System. Direct employees to the "Time Off" icon under All About Me after logging in to GMS to request off vacation time.

Managers will soon begin to receive notification emails to their GUMail account alerting them of pending time off requests for salaried and hourly-paid employees. Please be on the look out for these emails as they are time sensitive and will require prompt attention.

Thank you for supporting this University policy and new practice.

Georgetown Management System37th and O Streets, N.W., Washington D.C. 20057Phone: (202) 687.0100gmsinfo@georgetown.edu