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Announcements and Changes

Dear Colleagues,

This message contains important updates relating to your 2023 W-2 and Form 1095, as well as other important updates from the IRS for 2023. As always, if you have any questions, please reach out to payrollservices@georgetown.edu (new window).

W-2 Forms Now Available in GMS
2023 W-2 forms are now available in the Georgetown Management System (GMS) for viewing and printing. Unless you opted out of receiving a printed copy by the deadline, the forms have also been mailed to your home address on file in GMS. To access your W-2 form in the system, please take the following steps:

  1. Login to GMS (new window);
  2. On the Home Page click on the Pay icon;
  3. Under the View section, select the My Tax Documents link;
  4. Under Tax Year, locate 2023 and select the View/Print button to obtain a copy of the W-2 form. The form will also appear in your GMS notification box.

Employees may also log into ADP iPay and obtain electronic copies of their 2023 W2.

  1. Register for ADP IPay (new window); please visit the OCFO website (new window) to find information on how to register. You will be assigned a unique User ID and will be asked to create a password. Please remember this registration info;
  2. Download the ADP Mobile Solutions app (new window) and log in using the credentials you created during ADP IPay Registration (above), 
  3. Once registered as a new user you will be able to download an electronic copy of your W2 from ADP.

Former employees will be sent a copy of their 2023 W-2 form via the U.S. Postal Service. If you are contacted by a former employee who did not receive their W-2 form, please direct them to the OCFO website (new window) for instructions on how to obtain a copy. Former employees may also access the MyADP site to obtain electronic copies but will still need to register.

IRS Form 1095-C
All full-time employees who were eligible for medical insurance through Georgetown University in 2023 will receive a Form 1095-C, which contains information about the healthcare coverage offered by Georgetown University. Georgetown will provide employees with the 1095-C form by March 1, 2024. You do not need to wait to receive the 1095-C form in order to file your taxes. You simply must indicate on your 2023 tax return if you and/or your dependents were covered by an employer-provided health insurance plan and for how many months. You can find your 1095-C form in the ADP Mobile Solutions app as soon as it is available. You can learn more about IRS Form 1095-C h (new window)ere.

Tax and Mileage Rates for 2023
The IRS has updated tax and mileage rates for 2023. These updates may impact you and your pay/expense reimbursements. Please take a moment to review the latest information (new window).
 
Thank you for your attention. We hope this information is helpful and supports you during this tax season.

Regards,
 
Wade Smith, Jr.,
Director, Payroll Services
 
Willem Roos
Controller

Dear Colleagues,

With the upcoming holidays and final pay dates for 2023 fast approaching, please be aware of the associated early payroll deadlines. In order for the final payrolls of 2023 to be processed and settled for the Friday, December 29 pay date, the following deadlines must be met:

  • Friday, December 15, 12 p.m.: Documents submitted to Payroll Services for the December 11-24 bi-weekly pay period and the December 1-31 monthly pay period.
  • Friday, December 15, 5 p.m.: GMS transactions (excluding timesheets) fully approved for the December 11-24 bi-weekly pay period and the December 1-31 monthly pay period.
  • Monday, December 18, 5 p.m.: Time entry/time off requests for hourly employees submitted and approved. Please estimate hours worked for Tuesday, December 19 through Sunday, December 24.

Please visit the 2023 Winter Holiday Calendar and Payroll Procedures (new window) webpage to view additional details about the upcoming holidays and time entry/time off for managers, timekeepers, hourly employees, and employees scheduled to work on a holiday. Step-by-step instructions for submitting timesheets in GMS can also be found in the Holiday Timesheet Procedures Job Aid (new window).

The FY24 payroll calendars are available on the Payroll Services website (new window). Friday, December 29 is the final pay date of 2023 for monthly and biweekly paid employees.
 
Finally, December 29 is also the third pay date of December, and as such, non-retirement benefit deductions will not be processed from this pay. The first bi-weekly pay date of 2024 is Friday, January 12, 2024.
 
Thank you for your attention to these important deadlines. If you have any questions, please feel free to contact Payroll Services (new window) at payrollservices@georgetown.edu (new window).

Sincerely,
 
Wade Smith, Jr.,
Director, Payroll Services
 
Willem Roos
Controller

Dear Georgetown University Community Members,

We are writing to alert you of a fraudulent email that circulated last night and this morning to some members of our community. 

UIS email security systems detected the message, categorized it as phishing, and removed it from the Georgetown email system. Some members of the community did receive the message below in their inboxes, and some community members clicked on the link:  

Screenshot of the spam email with notations highlighting concerning aspects.

The link under “Review Dates Here” led users to a realistic log-in page that appeared visually similar to the Georgetown single sign-on page.

If you saw this email before it was removed and clicked any links within it and entered your login information: 

Phishing emails like this one are becoming more prevalent in the higher education community and are becoming more realistic. Please visit our phishing prevention web page (new window) for information on what to do if you get a suspicious email and how to report it. For more information on security announcements and threats please visit security.georgetown.edu (new window) or contact cirt@georetown.edu (new window)

Sincerely, 

University Information Services

Dear Colleagues,

Open Enrollment for your 2024 benefits begins today. You have until 10 p.m. ET on Wednesday, November 15, to log in to GMS (new window) and take the following actions as needed:

  • Enroll in or change health plans
  • Enroll in or change voluntary benefits
  • Add or remove dependents
  • Update beneficiaries
  • Enroll in 2024 Flexible Spending Accounts (FSA)
  • Enroll in 2024 Health Savings Accounts (HSA)

Once you log in to GMS (new window) and submit your final benefit choices, you can go back and make changes as often as you like until 10 p.m. (ET) on Wednesday, November 15. Your benefit changes will take effect on January 1, 2024.

If you do not submit any changes during Open Enrollment, your benefits will remain the same with the exception of FSA and HSA elections, which must be made each year or they will default to $0 on January 1.

Benefits Resources
The Office of Faculty & Staff Benefits has created several resources to help you take advantage of Open Enrollment and the plans available to you:

In addition to the resources above, if you need additional information or assistance, please reach out to our benefits team at 202-687-2500, benefitshelp@georgetown.edu (new window) or schedule an appointment to meet with us over Zoom (new window)

Be well,

Charles DeSantis
Associate Vice President, Benefits and Wellness
Chief Benefits Officer

Dear Members of the Georgetown University Community,

I’m writing to provide important information about two new payroll services offered through ADP, a leading payroll and tax services provider, that are now available to Georgetown employees.

Wisely by ADP

Beginning with the current biweekly pay period ending September 17, or the monthly pay period ending September 30, faculty, staff and student employees will have the option to be paid by Georgetown via Wisely (new window), a digital financial service provided by ADP.

  • If you choose, you can create a Wisely account by logging into the MyADP website (new window) or ADP Mobile Solutions app (new window) using single sign-on with your Georgetown NetID and password and following these instructions (new window).
  • You can then set up direct deposit in GMS (new window) so that your Georgetown paycheck is electronically deposited into your Wisely account. Instructions for setting up direct deposit are available on page 8 of the GMS – Employee Quick Reference Guide (new window).
  • You can pay bills online through your Wisely account.
  • You will also receive a Wisely Visa debit card in the mail.
    • You can use your Wisely card online or in person for purchases or ATM transactions.
    • You can also link your Wisely card to personal payment services like Venmo and PayPal.

Access to Pay and Tax Documents via ADP iPay

Employees are now able to access their Georgetown payslips and tax documents (e.g., W-2 forms) via the MyADP website (new window) and ADP Mobile Solutions app (new window) using single sign-on with your Georgetown NetID and password. You will also continue to have access to payslips and tax documents in GMS (new window) as well.

Two key benefits of this new offering are:

  • The ability for individuals to continue to access Georgetown payslips and tax documents for up to three years beyond their departure from the University, without needing to contact the Payroll Services office and confirm their identity prior to receiving documentation, and
  • Integration with some of the most common tax preparation software (e.g., TurboTax, H&R Block, etc.) to allow for an automatic upload of a W-2 statement, removing the need to manually enter tax information.

Contact

We hope these new services will provide you with greater flexibility and control over your financial resources and information. If you have any questions or need assistance, please contact payrollservices@georgetown.edu (new window).

Sincerely,

Wade Smith, Jr. 
Director, Payroll Services

The Georgetown Management System (GMS) will be unavailable from Friday, September 8, 2023 at 9 p.m. EDT to Saturday, September 9, 2003 at 5 p.m. EDT,  in order to implement Workday’s semi-annual system update. The outage will be limited to GMS and does not impact the Georgetown network. The only impact for Georgetown employees will be a temporary inability to access GMS during this outage period. We apologize in advance for any inconvenience and will post progress updates to the GMS website.

This Workday update will deliver several enhancements to GMS. For more details about these changes, please review the Employee Quick Reference Guide.

If you encounter any GMS issues, please contact the UIS Service Center.

Dear Colleagues, 

Please be aware of the early payroll processing deadlines associated with the upcoming Labor Day holiday on Monday, September 4.

In order for the bi-weekly and weekly on-demand payrolls to be processed and settled for the Friday, September 8, pay date, the following deadlines must be met on Friday, September 1: 

  • No later than 10 a.m.
    • Documents submitted to Payroll Services for the August 21 – September 3, 2023, bi-weekly pay period.
  • No later than 5 p.m.
    • Time entry submitted and approved. Please estimate hours worked for Friday, September 1; Saturday, September 2; and Sunday, September 3. 
    • Documents and requests for on-demand/off-cycle payments are due to Payroll Services.

The full payroll calendar can be found on the Payroll Services website (new window).

Thank you for your attention to these important deadlines. If you have any questions, please contact payrollservices@georgetown.edu (new window)

Sincerely, 

Wade Smith, Jr., 
Director, Payroll Services
 
Willem Roos
Controller

Refer to this link for archived announcements.