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Announcements and Changes

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.

Dear Colleagues:

Payroll Services is currently resolving an issue that has delayed the processing of payroll for some of our monthly-paid employees. For those employees who have direct deposit set up with PNC Bank, pay will be deposited to your account by the close of business today. For those employees who have direct deposit set up with other financial institutions, the direct deposit may take up to another 24 hours to be deposited into your account.

We are working to determine the reason for this delay and sincerely apologize for the inconvenience this may cause. If there is any financial hardship resulting from this delayed deposit, please reach out to payrollservices@georgetown.edu. Thank you for your patience.

Sincerely,

David B. Green
Interim Senior Vice President and Chief Operating Officer

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

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

Dear Colleagues,

From Friday, September 10 at 8 pm EST to Saturday, September 11 at 5 pm EST, the Georgetown Management System (GMS) will be unavailable while Workday’s semiannual 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, the most notable of which are outlined below.

 General User Experience

  • Enhanced search functionality to include: 
    • Easier-to-use search categories (i.e. Tasks, Reports, People, etc).
    • When searching for reports or tasks, these will now pop up within the same window, rather than opening a new page. 
    • Search bar is now centered at the top of the page. 
  • For processes with a number of business steps, only those steps relevant to the specific process will display in the process history.

Human Capital Management (HCM)

  • The Career websites will display Georgetown branding. 
  • Job requisitions will be able to be completed on mobile devices.
  • Improved accessibility on the absence and time calendars, enabling keyboard-only users to display additional contextual information, and improved contrast standards.

Financials

  • Expense report reviewers will now have a new work area to enable faster access to view expense reports. 
  • Cost Center Buyers will now be able to edit purchase orders without a Change Order.

Please refer to the Workday 2021R2 Employee Quick Reference Guide for more details about these and other changes. The reference 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 UIS Service Center.

Dear Colleagues, 

Please be aware of the early payroll processing deadlines associated with the upcoming Labor Day holiday to be observed on Monday, September 6. In order for the bi-weekly and weekly on-demand payrolls to be processed and settled for the Friday, September 10 pay date, the following deadlines must be met: 

  • 12 p.m., Thursday, September 2: Documents submitted to Payroll Services for the August 23-September 5, 2021 bi-weekly pay period.
  • 3 p.m., Friday, September 3: 
    • Time entry submitted and approved. Please estimate hours worked for Friday, September 3, Saturday, September 4 and Sunday, September 5. 
    • Documents and requests for on demand/off-cycle payments are due to Payroll Services.
  • 10 a.m., Wednesday, September 8: In order to be included in the off-cycle, on-demand payroll run for the Friday, September 10 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 (new window).

Thank you for your attention to these important deadlines.

Sincerely, 

Robert Hartridge
Interim Director, Payroll Services

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

Dear Colleagues,

Please be aware of the early payroll processing deadlines associated with the upcoming Memorial Day holiday to be observed on Monday, May 31. In order for the bi-weekly and weekly on-demand payrolls to be processed and settled for the Friday, June 4 pay date, the following deadlines must be met:

  • 10 a.m., Friday, May 28: Documents submitted to Payroll Services for the May 17-30, 2021 bi-weekly pay period.
  • 5 p.m., Friday, May 28:
    • Time entry submitted and approved. Please estimate hours worked for Friday, May 28, Saturday, May 29 and Sunday, May 30.
    • Documents and requests for on demand/off-cycle payments are due to Payroll Services.
  • 10 a.m., Wednesday, June 2: In order to be included in the off-cycle, on-demand payroll run for the Friday, June 4 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,

Robert Hartridge,
Interim Director, Payroll Services

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

Dear Colleagues,

From Friday, March 12 at 8 p.m. to Saturday, March 13 at 5 p.m., the Georgetown Management System (GMS) will be unavailable while the Workday 2021R1 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 updates to gms.georgetown.edu. (new window)

This Workday update will deliver several enhancements to GMS. Some notable enhancements include:

System / User Interface (UI): 

  • Improved Accessibility: New viewing options on supported read-only tables

Human Capital Management (HCM)

  • Electronic Form I-9: Section 2 is now available on mobile
  • Time Tracking: Updated user interface makes time entry and submission more efficient for employees, timekeepers and managers

Financials

  • Improved visibility into the end-to-end status for Purchase Orders, including the related Invoices and Receipts
  • Ability to add attachments on Supplier Contracts without amending

​Following the update, please refer to the Workday 2021R1 Employee Quick Reference Guide (new window) for more details about these and other changes. The reference 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 (new window).

Thank you for your attention.

GMS Team

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

Refer to this link for archived announcements.