LOG IN TO GMS

Early Payroll Deadlines for Good friday holiday

Dear Colleagues,

Please be aware of the early payroll process deadlines associated with the upcoming Good Friday holiday. In order for payroll to be processed and settled for the April 26, 2019 pay date, the following deadlines must be met:

  • Retro transactions approved and on-demand requests submitted by 12:00 p.m. on Monday, April 15
    • *Anything approved or submitted after this deadline will be processed for the following Friday pay date
  • Documents for the biweekly pay group are due to Payroll Services by 10:00 a.m. on Wednesday, April 17
  • Time entry must be completed and approved by 5:00 p.m. on Thursday, April 18
    • *Estimate hours worked for April 19

The full payroll calendar can be found on the GMS website, gms.georgetown.edu.

Thank you for your attention to these important deadlines.

Sincerely,
Claudette Richardson
Director, Payroll Services

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

GMS Update - Live on Workday 32

Dear Colleagues,

Workday 32 is now live in GMS!

With this update, Workday provides several enhancements in regards to the look and feel of the system, including:

  • A new Recruiting Hub for Primary Recruiters that improves Job Requisition navigation
  • An updated user interface for Expense report with line level save
  • Improved privacy protection of personal data with national ID masking
  • Workday will be retiring the Inbox Worklet from the Home Page
  • Multi-tabbed Dashboards
  • Ability to copy Award Lines within an Award

The Workday 32 Employee Quick Reference Guide and Recruiting Hub Job Aid are available on the GMS website, under the GMS Workday Updates section. These guides contain detailed explanations of the changes you can expect to find in the new release.

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.

GMS Team

CC:  All GMS Users

GMS Unavailable, Saturday March 9

Dear Colleagues,

The Georgetown Management System (GMS) will be unavailable beginning at 8:00 p.m. EDT on Friday, March 8 due to the Workday 32 update. GMS is expected to be available again at 5:00 p.m. EDT Saturday, March 9. We apologize for any inconvenience and will post updates to gms.georgetown.edu. The outage is limited to GMS and does not impact the Georgetown network. The only impact for GU employees is they will not be able to access GMS from any internet connection (GU or otherwise) during the outage period.

We anticipate several enhancements to GMS, including:

  • A new Recruiting Hub for Primary Recruiters that improves Job Requisition navigation
  • Recruiting candidates can enter Legal and Preferred Name in their job application
  • An updated user interface for Expense report with line level save
  • Improved privacy protection of personal data with national ID masking
  • Workday will be retiring the Inbox Worklet from the Home Page
  • Multi-tabbed dashboards
  • Ability to copy Award Lines within an Award

Please refer to the Workday 32 Employee Quick Reference Guide for details after the upgrade is complete. The guide will be located on the GMS website under the Training section, which contains detailed explanations of the changes you can expect to find in the new release.

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.

GMS Team

CC:  All GMS Users

FY19 Performance Reviews

Dear Colleagues,

In accordance with University HR Policy 707, the University conducts annual performance reviews for eligible administrative employees (Staff and AAPs). In order to better accommodate all campus needs, we have moved this year’s review period up one month. As such, the review period will be the eleven month span from April 1, 2018 to February 28, 2019. Additionally, the University’s performance review process will now be completed in GMS.

Performance Review Process

As of today, all eligible employees have received email notification that the Employee Self-Evaluation is available in their GMS inboxes. All full-time, Regular and Term administrative employees [1] hired prior to February 28, 2019 must complete their Annual Performance Review in GMS no later than May 1, 2019. The review includes an Employee Self-Evaluation and Manager Evaluation. Unless an earlier deadline has been established by the manager/department, employees should complete their self-evaluations in GMS no later than March 22, 2019.

Managers will be notified via email when completed Employee Self-Evaluations have been delivered to their GMS inboxes. In completing the Manager Evaluation, managers may gather feedback on an employee’s performance from the employee’s clients, co-workers and other stakeholders, as may be appropriate and practicable. They will assess the employee’s performance using the same categories for self-evaluation: competencies, goals, accomplishments, overall and professional development. Once completed, the Manager Evaluation will be routed to the manager’s manager for final approval.

Upon receipt of this final approval, managers will meet with employees to discuss the Annual Performance Review and establish goals for the upcoming year. AnnualPerformance Reviews will be included in the employee’s permanent personnel record, and a current performance review is required in order for a staff or AAP employee to be eligible for a salary increase pursuant to HR Policy 707.

Information and Training

Information and training sessions on the performance review process for managers and employees will be ongoing through the end of April. Employees and managers can register for in-person or online trainings by using the performance management training calendar located on the Department of Human Resources’ website.

If you have any questions about the performance review process, please contact your HR Client Services Partner.

Sincerely,

Marshall W. Taylor,

Interim Vice President and Chief Human Resources Officer


[1] Performance reviews for part-time Regular and Term administrative employees are optional at the supervisor’s discretion. Employees in non-administrative categories (Faculty, Student, Fellows) as well as Temporary, Intermittent and Hoya Staffing employees are not eligible for performance reviews.

are you claiming "exempt" status on your federal and state taxes for 2019?

Visit the Payroll Services webpage to view important updates, reminders and deadlines regarding Federal and State tax withholding elections for 2019.     

Important Year End Payroll Information

Dear Colleagues:
 
Payroll Services is currently preparing for the close of calendar year 2018 and for the timely distribution of W-2's by Thursday, January 31, 2019. In order to minimize errors in your W-2, we are asking you to please take a moment to review the following items on your most recent paycheck or in GMS:
 
NAME AND SOCIAL SECURITY NUMBER
Your name and Social Security Number (SSN) should be stated exactly as shown on your Social Security Card. To correct your legal name in GMS follow the steps below.  Any changes made to your name will be routed to your HR Contact for verification.

  1. Under Applications, click on the Personal Information icon
  2. Under View, select Name
  3. Select Edit (if you need to make a change)

SSN corrections are processed by certain roles within GMS. Please contact your HR Contact or Department Administrator for assistance and they will process or route your request to the appropriate resource.  If you need help identifying your HR Contact, you can search for them in GMS by clicking on the hyperlink titled HR Contact Information located under Announcements.

NON-US RESIDENTS
Please note that all Nonresident Alien Tax Withholding update requests must be made via the Foreign National Information System (FNIS). If you do not have a username and password, or you have forgotten your password, complete the Georgetown University Nonresident Alien Tax Request Form and the Tax Department will provide this to you.

  • If you are exempt from FICA (OASDI and Medicare) taxes, please make sure these taxes were not withheld for tax year 2018 on your most recent payslip. Please use the Georgetown University Nonresident Alien Tax Request Form to request FICA refunds.
  • If you anticipate receiving compensation in 2019, please make sure your information in FNIS is current (Visa, I-20 or DS-2019, etc.).
  • If you are eligible for treaty benefits in 2019, the Tax Department will provide you with a new pre-populated Form 8233 after you update your information in FNIS.

All update and refund requests should be made to the Tax Department by December 14th. IRS 1042-S forms for the 2018 calendar year will be mailed or ready for download in FINS depending on your preference no later than March 15, 2019. Contact the Tax Department at taxdepartment@georgetown.edu if you have questions.  

ADDRESSES
The Home (Primary) address shown in GMS under Home Contact Information is where your 2019 W-2 will be mailed. If this is not your current home address, a correction/update is required in GMS by December 20, 2018. You can also update your home phone number, emergency contact information, and work contact information through your Personal Information worklet.

VOID OR UNCASHED CHECKS
It is important that Department Administrators please check for checks employees have not picked due to overpayment, or termination in 2018. These checks should be sent to Payroll with a memo as soon as possible and no later than December 20, 2018.  *Main Campus Faculty and Fellows, please contact your Department Administrator for assistance. 
 
Thank you for taking the time to review (and update, if needed) your information as we prepare to close out the current year. All of us in the Payroll Office wish you a wonderful holiday season and look forward to serving you in the new year. As always, if you have questions, please email payrollservices@georgetown.edu and we will be happy to assist you.

Sincerely,

Claudette Richardson
Director, Payroll Services