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Announcements and Changes

Dear Colleagues,

Please be aware of the early payroll processing deadlines associated with the upcoming Memorial Day holiday ,to be observed on Monday, May 30. In order for the bi-weekly and weekly on-demand payrolls to be processed and settled for the Friday, June 3 pay date, the following deadlines must be met:

  • Friday, May 27 – 10 a.m.: Documents submitted to Payroll Services for the May 16-29, 2022 bi-weekly pay period.
  • Friday, May 27 – 5 p.m.:
    • Time entry submitted and approved. Please estimate hours worked for Friday, May 27, Saturday, May 28 and Sunday, May 29.
    • Documents and requests for on demand/off-cycle payments are due to Payroll Services.
  • Wednesday, June 1 – 10 a.m.: In order to be included in the off-cycle, on-demand payroll run for the Friday, June 3 pay date, all retroactive transactions must be approved in GMS by this deadline.

The full payroll calendar can be found on the Payroll Services website.

Thank you for your attention to these important deadlines.

Sincerely,

Wade Smith, Jr.,
Director, Payroll Services

Willem Roos
Controller

Dear Colleagues:          

As we enter into the closing season of fiscal year 2022 (FY22), we ask that all employees be mindful of several important dates, deadlines and best practices. The full calendar of FY22 fiscal close is available in several formats on the Office of the Chief Financial Officer’s (new window) website.

Below are a few highlights and key dates:    

Plan for time off. If you are responsible for approving GMS transactions and will be away in June or July, be sure to delegate your GMS inbox to a colleague. Delegate only to those who cannot initiate the types of GMS transactions that they will be approving. For example, GU-Journal Preparers should not be given authority to approve journals. Information on how to delegate your GMS inbox can be found here (new window).

Plan time for approvals. Deadlines apply to both new transactions and in-process transactions. Even though you will be able to initiate a transaction on the cut-off date, it will not count toward FY22 if it is not approved on the same day. July 18, 2022 is the final day to approve expense reports, supplier invoices, customer invoices and payroll accounting adjustments for posting in FY22.

Procurement Deadlines

  • July 11, 2022: Final day to submit FY22 Purchase Order (PO) invoices and Non-PO invoices to Accounts Payable for posting in FY22
  • July 18, 2022: Final day to approve FY22 supplier invoices and expense reports 
  • July 18, 2022: All open POs will be rolled forward into the next fiscal year 
    • Cost Center Buyers must close small dollar/unused purchase orders that should not be rolled forward by July 6, 2022
    • FY23 purchase orders may be initiated now using the current date and will rollover into the new fiscal year on July 18, 2022.

Campus Journal Approval (Posting) Deadlines and Audit Timeline details can be found here (new window).

Should you have any questions or concerns, please contact the campus finance office for your respective campus.  

Willem Roos
Controller

From Friday, March 11 at 8 pm EST to Saturday, March 12 at 5 pm EST, the Georgetown Management System (GMS) will be unavailable while Workday’s semi-annual system update is implemented. The outage will be limited to GMS and does not impact the Georgetown network. The only impact for GU 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 Colleague,

IRS Form 1095 provides information about the health care coverage that you were enrolled in or eligible for during the previous calendar year. 

Much like Form W-2 and Form 1099, which include information about the income you received, Form 1095 provides information you may find useful when filing your individual income tax return. You do not submit Form 1095 with your tax return; it is, however, recommended that you keep it for your records.

Paper copies of IRS Form 1095-C have been mailed to the address on file for all those who were eligible for health insurance from Georgetown University in 2021. The form is also available in GMS and can be accessed by following these steps:

  • From your GMS (new window) homepage click on the Benefits icon, then select My ACA Forms.
  • Select View/Print to view the form. To save the form to your computer or to print, select the Download PDF icon or the Print icon, both located in the upper right hand corner of the window.Dear Colleagues:          
  • As we enter into the closing season of fiscal year 2022 (FY22), we ask that all employees be mindful of several important dates, deadlines and best practices. The full calendar of FY22 fiscal close is available in several formats on the Office of the Chief Financial Officer’s (new window) website.
  • Below are a few highlights and key dates:    
  • Plan for time off. If you are responsible for approving GMS transactions and will be away in June or July, be sure to delegate your GMS inbox to a colleague. Delegate only to those who cannot initiate the types of GMS transactions that they will be approving. For example, GU-Journal Preparers should not be given authority to approve journals. Information on how to delegate your GMS inbox can be found here (new window).
  • Plan time for approvals. Deadlines apply to both new transactions and in-process transactions. Even though you will be able to initiate a transaction on the cut-off date, it will not count toward FY22 if it is not approved on the same day. July 18, 2022 is the final day to approve expense reports, supplier invoices, customer invoices and payroll accounting adjustments for posting in FY22.
  • Procurement DeadlinesJuly 11, 2022: Final day to submit FY22 Purchase Order (PO) invoices and Non-PO invoices to Accounts Payable for posting in FY22
  • July 18, 2022: Final day to approve FY22 supplier invoices and expense reports 
  • July 18, 2022: All open POs will be rolled forward into the next fiscal year Cost Center Buyers must close small dollar/unused purchase orders that should not be rolled forward by July 6, 2022
  • FY23 purchase orders may be initiated now using the current date and will rollover into the new fiscal year on July 18, 2022.
  • Campus Journal Approval (Posting) Deadlines and Audit Timeline details can be found here (new window).
  • Should you have any questions or concerns, please contact the campus finance office for your respective campus.  
  • Willem Roos
  • Controller
  • cc:  Faculty, StaffFrom your GMS (new window) homepage click on the Benefits icon, then select My ACA Forms.
  • Select View/Print to view the form. To save the form to your computer or to print, select the Download PDF icon or the Print icon, both located in the upper right hand corner of the window.

There are other versions of Form 1095 you may receive if you were covered by either Kaiser Permanente (1095-B) or a marketplace health insurance plan (1095-A) in 2021. Those forms will come to you directly from your plan’s insurer. 

You can learn more about Form 1095 on the benefits website (new window)

Please note that, while the Affordable Care Act mandate requiring individuals to enroll in health insurance or pay a penalty is no longer in effect, DC Individual Responsibility Requirement (new window) mandates most District taxpayers maintain qualifying health coverage, get an exemption or pay a penalty. 

Be well,

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

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