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Announcements and Changes

The email from Payroll is posted on Box via this link.

Dear Colleagues,

With the upcoming holidays and final pay dates for 2021 fast approaching, please be aware of the associated early payroll deadlines. In order for the final payrolls of 2021 to be processed and settled for the Thursday, December 30 pay date, the following deadlines must be met:

  • Friday, December 17, 12 p.m.: Documents submitted to Payroll Services for the December 13-26 bi-weekly pay period and the December 1-31 monthly pay period.
  • Friday, December 17, 5 p.m.: GMS transactions (excluding timesheets) fully approved for the December 13-26 bi-weekly pay period and the December 1-31 monthly pay period.
  • Tuesday, December 21, 5 p.m.: Time entry/time off requests for hourly employees submitted and approved. Please estimate hours worked for Wednesday, December 22 through Sunday, December 26.

You may also visit the 2021 Winter Holiday Calendar and Payroll Procedures webpage to view additional details about the upcoming holidays and time entry/time off.

The FY22 payroll calendars are available on the Payroll Services website. Please note, due to the Federal holiday (New Year’s Eve), Thursday, December 30 is the final pay date of 2021 for monthly and biweekly paid employees. This is a change from prior years when the final pay date of the calendar year was the last day the University was open prior to the holiday break. This change was made to bring the University into line with industry best practices around pay schedules.

Finally, December 30 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 2021 is Friday, January 14.

Thank you for your attention to these important deadlines. If you have any questions, please feel free to contact Payroll Services at payrollservices@georgetown.edu.

Sincerely,

Wade Smith
Director of Payroll

Dear Colleagues, 

The university Thanksgiving holiday (November 25-26) requires some special considerations for time entry. 

As implemented last year, we will automatically submit and approve holiday hours for full-time, hourly employees. Part-time, hourly employees will need to complete their timesheets as indicated below.

Please feel free to submit any questions via the Department of Human Resources help ticket system.

Submitting Timesheets for Full-Time Hourly Employees (100% FTE)

  • 16 holiday hours will be automatically loaded and approved for November 25-26.

Submitting Timesheets for Part-Time Hourly Employees (<100% FTE)

  • Holiday part-timehours MUST be entered for any holidays for which a part-time employee is scheduled to work on November 25-26.
  • Please refer to the Holiday Timesheet Procedures in GMS for detailed instructions for entering holiday part-time hours.

Managers and Timekeepers

  • Managers who will not be working the week beginning November 22, 2021 must delegate their inboxes to assure the continued processing of time submission and payroll.

___________________________________________________________

Employees Scheduled to Work on a Holiday

Hourly Employees

  • Part-time and full-time hourly employees should refer to the Holiday Timesheet Procedures in GMS for detailed instructions for entering time worked on a university holiday.
  • Please refer to the university’s Holiday Policy for administrative staff and AAPs.

Salaried Employees

  • Salaried employees can submit a paid time off request using the Holiday Compensatory Time to account for any holiday(s) worked.
  • This time off must be taken within the same fiscal year (i.e. prior to July 1, 2022).
  • Please refer to the university’s Holiday Policy (new window)  for administrative staff and AAPs.

Be Well,

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

Wade Smith
Director of Payroll

Dear Colleagues,

Open Enrollment for your 2022 benefits officially ended at 10 p.m. (EST) on Monday, November 15. 

You are now able to log in to GMS and view the benefit plans that will be in place for you as of January 1, 2022 by following these steps:

  1. Log in to gms.georgetown.edu
  2. Click on the Benefits icon
  3. Under “View” select “Benefit Elections as of Date”
  4. Enter 01/01/2022 and click “OK” 

You can view instructions with screenshots here.

If you did not take any action during Open Enrollment, your current (2021) benefits will remain in place for 2022 with the exception of Flexible Spending Account and Health Savings Account elections. The Internal Revenue Service (IRS) requires that you actively enroll each year if you would like to continue to contribute to these accounts. If you did not enroll in a FSA or HSA during Open Enrollment, your annual contribution as of January 1, 2022 will default to $0.

Need to make corrections to your 2022 benefits? You may do so by submitting an online correction form on or before Friday, December 10, 2021. Remember, changes to your retirement savings are not limited to Open Enrollment and can be made in GMS at any time during the year.

Thank you for your attention. We look forward to continuing to serve you in the year ahead.

Be well,

Charles DeSantis
Associate Vice President and Chief Benefits Officer

Dear Colleagues,

As of November 22, we are excited to announce an enhancement in GMS to support systematic requests for increases to university purchasing card limits.

You can now  submit requests for increases to Procurement and/or Travel card limits by:

  1. Logging into GMS, 
  2. Typing “Create Request” in the search bar
  3. Using the “Procard Credit Limit Increase” request type. 

Requests will be automatically routed to the appropriate parties for review and approval, a process which can be expected to take 2-3 days. Once approved, the limit increase will be applied to your card within three (3) business days with an email confirmation. If you have an urgent request, please input it in GMS and also contact your SBM directly via email.

In general credit limit increases must be approved by your Manager, departmental Business Office, and the University Controller.

If you have any questions about this new functionality and process, please contact procard@georgetown.edu.

Regards,

Office of the Chief Financial Officer and GMS Core Team

Dear Colleagues:

Our teams continually implement best practices in GMS for financial business processes. To further that effort, we are announcing an enhancement to expense report processing.

Starting November 1, GMS expense report transactions will require expense receipts to be uploaded to the corresponding expense line. This change will increase the accuracy and timeliness of the financial review and approval steps. Several important changes are necessary for all who prepare expense reports in GMS. This includes both expenses incurred on a procurement card or reimbursement for out-of-pocket expenses.

  • Expense report receipts will be required at the expense line level. No receipts may be uploaded to the ‘Attachment’ tab on the summary page.
  • Receipts included on an expense line should support the amount for that line only and should agree to the corresponding expense line amount.
  • If you have delegated the expense report task in GMS, please send your receipts as separate documents or images to the employee responsible for completing the expense report on your behalf instead of one large pdf file.
  • Note that expense line itemization is unnecessary for most expense lines, but it is necessary if there is one receipt that needs to be split between different worktags or expense items. Guidelines can be found here.

Should you have any questions, concerns or need further clarification, please contact the finance office in your respective campus.  

Regards,

Office of the Chief Financial Officer and GMS Core Team

The university invites employees to voluntarily review and update their demographic information, emergency contact information, and education history in GMS. Updates must be submitted no later than Monday, November 15. Employees will have received an email containing direct links to their GMS records, a Reference Guide containing instructions for reviewing and updating their information, and helpful FAQs.

GU-Q employees: If there are any changes to your employee record, please contact Eunice Dickerson, GU-Q Payroll and Tax Manager, at sfsqpayroll@georgetown.edu for assistance. Please do NOT update your record on your own.

Refer to this link for archived announcements.