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Enhancements to GMS payroll processes for expired grants (august 7)

Dear Colleagues,    

This message is to inform you of upcoming enhancements to payroll processes for expired grants. These changes prevent payroll expenses from posting to expired grants and will be deployed in conjunction with payroll for the bi-weekly pay period ending Sunday, August 11, 2019. This email will provide you an overview of the functionality and how it will impact you.

What does this functionality entail?

At the time payroll runs, if a grant worktag is on a worker's payroll costing allocation, then the system will check if the grant worktag is expired. If the grant worktag is expired, specifically if the payroll period is outside of the grant’s related Award Line dates (period of performance), then GMS will automatically reallocate the expired payroll expenses from the grant worktag to the worker's default worktags.

What is an example of this impact? 

The Award Line associated with a grant worktag (GR12345) has an end date of July 31, 2019. A costing allocation exists for a worker that extends through August 31, 2019, and uses the grant worktag. The costing allocation extends past the grant date, so when payroll runs for August 2019, the payroll expenses will post to the default cost center, fund (i.e. 1701), purpose, and program; they will not post to the grant.

What are the implications and what action is necessary?

If payroll expenses default to a worker’s default worktags (due to an expired grant worktag), then the following actions may need to be taken.

  • Update the costing allocation to align with the Award Line dates
  • Work with the Pre-Award office to update the expired grant and the related Award Line
  • Submit a Payroll Accounting Adjustment (PAA) to move the payroll expenses back to the grant (if applicable)

When payroll runs you should be on the lookout for an email to notify you if this has happened and if action is required by you. 

Please keep in mind for federal awards there is a 90-day period for the PAA to be submitted and approved in GMS. Failure to cost transfer the salary within the 90-day period will result in the payroll expense posting to the department's operating budget and therefore can’t be moved to fund 1802 and billed to the sponsor. Please refer to Financial Affairs policy FA-113: Cost Transfer on Sponsored Projects for more details (link).

I am a Grant Manager, what can I do to avoid this scenario?

Review your award portfolio and confirm the following:

  • The Award Line To Date associated with your grants is not expired
  • Review the costing allocations for workers in your Award portfolio and make sure the Costing Allocation End Dates are within the Award Line To Date.

If you identify anything that needs to be cleaned up, you should coordinate with your Campus Finance and Pre-Award Office(s) to take necessary action. 

For additional questions or concerns, please contact help@georgetown.edu. Thank you for your attention. 

Regards, 

Sponsored Projects Financial Operations (SPFO)

GMS Core Team

CC: Grant Manager, Effort Certification Coordinator, Senior Business Manager, Cost Center Manager, Pre-Award Specialist, Post-Award Specialist, Controller, University Treasurer, Finance CFO  

Upcoming Changes to Effort Certification Coordinator Role in GMS (August 6)

Dear Colleagues,

This message is to inform you of upcoming changes to the Effort Certification Coordinator role in GMS. The changes will be deployed on Tuesday, August 6 in conjunction with the last effort certification in FY19. Specifically, the Effort Certification Coordinator role will be assignable by Grant.

Prior configuration had the role assignable by Supervisory Organization, where everyone in the same Supervisory Organization was certified by the same person. Based on feedback, this was problematic for a number of reasons, including when workers were in large job management Supervisory Organizations, when workers have multiple jobs, etc. After this change, the role can be assigned with more granularity so all effort for a Grant is certified by the same person, which will improve compliance through more accurate and timely effort certification.

Going forward, the role will be assigned during setup of new grants by the Pre-Award offices, namely the Office of Research Services (ORS) and the Office of Sponsored Research (OSR). For the initial implementation, the Pre-Award offices provided the mapping of individuals to be assigned the role based in part on feedback from current Grant Managers. Generally speaking, people currently in the Grant Manager role will be assigned the new Effort Certification Coordinator role. To clarify, this new role does not change other parts of the effort certification process — it simply allows greater flexibility in deciding who the appropriate person is to serve in the role of Effort Certification Coordinator.

Webinar-based training sessions will be provided over the next few weeks (registration link). You can also refer to the Effort Certification job aids (link) for more details. For additional questions or concerns, please contact help@georgetown.edu.

Thank you for your attention and efforts in keeping the University in compliance.

Regards,
Sponsored Projects Financial Operations (SPFO)
GMS Core Team

CC: Finance Partner, CFO, Grant Manager, Senior Business Manager, Pre-Award Specialist, Post-Award Specialist, Effort Certification Coordinator (NEW), Controller, University Treasurer

procard allocation transition to gms: reminders for july 21

Dear Colleagues,
 
Effective Sunday, July 21, 2019, Georgetown University will begin using the GMS Expense Report functionality to allocate ProCard transactions. As we approach this date, it is necessary to follow the guidelines below to ensure timely proper allocation and prevent duplication.

All ProCard transactions posted between Monday, July 1 and Saturday, July 20, 2019 must be allocated in PaymentNet or via ProCard Reallocation Journals. Cardholders and responsible administrative staff will have through Wednesday, July 31 to complete reconciliation via PaymentNet, and through Tuesday, August 6 via ProCard Reallocation Journals. 
 
PaymentNET allocations must include:

  1. Worktags
  2. Business Purpose

All supporting documentation must be submitted by your department’s established process.
 
Transactions are NOT to remain in Spend Category S0193 – Oth Op Exp - Procurement Card Expense. ProCard accounts with transactions that remain unallocated in PaymentNET for more than 45 days will be escalated for further review and action to the Campus CFO/CBO and the University CFO. 
 
ProCard transactions posted on or after July 21 will be uploaded into the cardholder’s GMS expense report feed and must be allocated using a GMS Expense Report. Travel reservations charged to Travel Leaders’ centrally billed ProCard will also be posted to the GMS expense report feed. The staff member making the reservation will be responsible for allocating the transactions using GMS’s Expense Report functionality.
 
Please refer to this link for GMS Expense Report job aids. Additional training webinars will be available throughout the month of July. You can register for a session here. As a reminder to personnel  managers, you are in the approval workflow for expense reports in GMS going forward, so please familiarize yourself with the process before the July 21 go-live date. 
 
Due to new requirements for receipts and merchants, in-progress expense reports may need to be sent back and re-routed for approval if not approved before Sunday, July 21. To avoid returns, be sure to approve any in-progress expense reports by midnight on Saturday, July 20.
 
For Department/Declining Balance Cards (DBCs), additional notification will be sent to the assigned Georgetown employees instructing those persons on how to assign delegates. For questions, contact LaKecia Miller at lfm33@georgetown.edu or (202) 687-8384. 
 
We thank you in advance for your attention to this matter.
 
Regards,
Financial Affairs
GMS Core Team

Transition to delegation functionality for expense reports

Dear Colleagues,

Based on discussions between Internal Audit and Financial Leadership, general use of the Expense Preparer role in GMS will be discontinued. It was determined the role grants excessive access to expense reports and ProCard transactions. In conjunction with the transition of Procard to GMS Expense Reporting beginning  July 21, this role will be unassigned from most employees. The immediate impact is that expense report preparation will be delegated to a designated employee(s).  

Employees are able to delegate this task (and others) using the “My Delegations” task in GMS (instructions for this can be found here). To aid with this process, a new role called ‘Delegation Initiator’ has been created, which will allow assignees to create delegations on behalf of other employees. To determine who on your campus has been assigned this role, please contact your campus’ business officer/senior business manager. 

In preparation for the transition of ProCard to GMS Expense Reporting on July 21, it is strongly encouraged that ProCard holders who require assistance in initiating expense reports delegate this task before the go-live date. Please reach out to help@georgetown.edu if you have additional questions or need assistance.

Regards,
GS&PS
GMS Core Team

CC: Senior Business Manager, Cost Center Manager, Finance CFO's and Expense Preparers, GMS Core

operational contract process changes

Dear Colleagues,

This message is to inform you of upcoming enhancements to the Supplier Contract process. On July 1 Tax, Risk, and Legal will be added to the approval workflow in GMS. GS&PS will be able to add the approvers to the workflow on an as needed basis.

This will transition away from using Box and emails for these steps, and enable a more efficient approval process that also gives campuses more visibility into the status of contracts. It will also simplify document storage since all executed contracts and related comments or redlining will be stored in GMS. However, please note that ad hoc approval has not been enabled for contracts requiring IT review by University Information Services (UIS) and will still follow the existing Box process

Please also be aware that the following changes will also take effect on July 1:

  • To enforce existing GS&PS requirements and reduce send backs, hard-stop validations have been added to the Purchase Order (PO) business process.
    • All POs greater than $500 and not sourced from a Requisition.
    • POs with Service Lines greater than or equal to $10k must be linked to a Supplier Contract.
  • To improve reporting and tracking of contracts, worktags (i.e. Cost Center) are now required for all Non-Master Supplier Contract Lines.
    • Campus approvers are not required to approve the Supplier Contract Line, but instead the Cost Center Buyer inputs the related approved REQ # in the Description of the Contract Line.

These enhancements will enable a more efficient overall Supplier Contract process with fewer send backs, more consistency, better reporting, and improved transparency. Overall the changes should have a minimal operational impact on the campuses since no additional campus approvals have been added to the business process. To recap, the only changes to campus processes are:

  • Include worktags on Supplier Contract Lines (no additional campus approval required)
  • Include the approved REQ # on the Supplier Contract Line Description

The End to End Procurement Guide has been updated to reflect these changes (link); refer to the Contracting (p.11) and Ordering (p.17) sections. Please reach out to help@georgetown.edu if you have any further questions or need assistance.

Regards,
GS&PS
GMS Core Team

CC: Cost Center Buyer, Cost Center Manager, Finance CFO, Financial Reviewer, Financial Reporter, Campus Financial Reporter, Requisitioner, Senior Business Manager, Supplier Contract Specialist

Early payroll deadlines for independence day holiday

Dear Colleagues,
 
In observance of the upcoming July 4 holiday, Payroll Services requests that you adhere to the following deadlines due to early payroll closing dates:

  • Biweekly documents are due to Payroll by 5 p.m. on Thursday, June 27
  • Time entry must be completed and approved by midnight on Friday, June 28
    • Please follow schedules set by departments for employees to have time entry completed in GMS
    • Estimate hours worked for June 29 and 30
  • On-demand and retro transaction requests are due to Payroll by 5 p.m. on Friday, June 28 

To obtain an updated payroll calendar, please go to gms.georgetown.edu, then click on Payroll Calendar.
 
Thank you for adhering to these important timelines.
 
Sincerely,
 
Robert Hartridge
Interim Director of Payroll Services
 
Charles DeSantis
Associate Vice President, Benefits, Payroll and Wellness
Chief Benefits Officer

enhancements to grants' Costing allocation process in gms

Dear Colleagues,

This message is to inform you of upcoming enhancements to the costing allocation process for grants within GMS. These changes will deployed on Monday, June 3. The changes include:

  • New custom validation to prevent the use of expired grant worktags. Please note there is an additional 90-day grace period for grants designated as “At-Risk” in GMS.
  • Grant Manager will be added to the approval workflow if a grant worktag is used for a standalone costing allocation (i.e. not a subprocess of another transaction).
  • Grant Manager will receive an email notification if a grant worktag is used during a costing allocation that is a subprocess of a staffing transaction (i.e. subprocess of a hire).

These changes are intended to prevent payroll from posting to expired grants and to provide more visibility to Grant Managers. Payroll posting to an expired grant poses operational and compliance impacts, so this preventative measure will reduce the University’s risk. It will also save time and effort for departments that need to regularly clean up errors associated with this issue.

If you receive the new error message for costing allocations to an expired grant worktag, then the message will also tell you how to follow up on the error. Specifically, the message will identify the grant’s end date and which Grant Manager to contact. 

For additional questions or concerns, please contact help@gerogetown.edu. You can also refer to the Costing Allocation Job Aid for an overview of the costing allocation process. Thank you for your attention and efforts in keeping the University in compliance.  

Regards, 
Sponsored Projects Financial Operations (SPFO)
GMS Core Team

CC: Academic HR Partner, HR Contact, Department Administrator, Finance Partner, CFO, Grant Manager, Senior Business Manager, Finance CFO, Cost Center Manager, Pre-Grant Specialist, Post-Grant Specialist