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Early Payroll Deadlines for the Thanksgiving Holiday

Dear Colleagues,

Please be mindful of the early closing dates and pay date this pay period due to the Thanksgiving holiday.  

In order for Payroll to be processed and settled for the November 21 pay date:

  • Documents are due to Payroll by 12:00pm (noon) on Wednesday, November 14 for those paid biweekly
  • Time entry must be completed and approved by 6:00pm on Thursday, November 15 
    *Estimate hours worked for 11/16 – 11/18 
  • On-Demand requests must be submitted by 12:00pm (noon) on Friday, November 16
  • All Retro Transactions must be submitted and approved by 12:00pm (noon) on November, 16

To find the updated payroll calendar, please click on Payroll Calendar.

Thank you for your attention to these important deadlines.

Sincerely,

Claudette Richardson
Director, Payroll Services

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

early payroll deadlines for columbus day holiday (2018)

Dear Colleagues,

Please be mindful of the early closing dates and pay date this pay period due to the Columbus Day holiday.  In order for Payroll to be processed and settled for the October 12th pay date:

  • Documents are due to Payroll by 10am on Thursday, October 4 for the biweekly
  • Time entry must be completed and approved by 5pm on Friday, October 5
    *Estimate hours worked for 10/6 – 10/7
  • On-Demand requests must be submitted by 12pm on Friday, October 5
  • All Retro Transactions must be approved by 5pm on Friday, October 5 

To find the updated payroll calendar, please click on Payroll Calendar.

Thank you for your attention to these important deadlines.

Sincerely,

Claudette Richardson
Director, Payroll Services
 
Charles DeSantis
Associate Vice President, Benefits, Payroll and GUWellness
Chief Benefits Officer

GMS Update - Live on Workday 31

Dear Colleagues,

Workday 31 is now live!

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

  • Billing and Revenue Recognition enhancements
  • Award Composite View enhancements
  • Recruiting enhancements including document management enhancements and improved candidate grid performance
  • New My Team Management dashboard

The Workday 31 Employee Quick Reference Guide is available on the GMS website, under the Training section. This guide 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 Roles

GMS Unavailable Saturday september 8th

Dear Colleagues,

Due to a mandatory release of the Workday 31 update, the Georgetown Management System (GMS) will be unavailable beginning at 8:00 PM EDT on Friday, September 7th. GMS is expected to be available at 5:00 PM EDT Saturday, September 8th.  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 that they will not be able to access GMS from any internet connection (GU or otherwise) during the outage period.

With this update, we anticipate several enhancements to the system, including:

  • Create, Find, Edit Receipts and attachments on your mobile phone
  • Billing and Revenue Recognition enhancements
  • Award Composite View enhancements
  • Recruiting enhancements including document management enhancements and improved candidate grid performance
  • New My Team Management dashboard

Please refer to the Workday 31 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 and screen captures 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

Hoya Staffing is live in gms!

Dear Colleagues:

In reference to our message earlier this week, we remind you that all Hoya Staffing transactions have been fully incorporated into GMS as of June 23. 

This enhancement allows us to streamline our processes, eliminate outdated systems and benefit you in the following ways:

  • Departments will submit a Job Order as a Job Requisition in GMS, eliminating the use of our legacy Applicant Tracking System
  • Hoya Staffing Temporary Employees will be hired within the department where they are assigned
  • Hoya Staffing Temps will complete only one weekly timesheet, within GMS, on their additional job which will be approved by their Assignment Supervisor or Timekeeper
  • External and internal candidates will navigate user friendly GMS Career Sites that are intuitive and familiar
  • For information on the Time Tracking process in GMS please see the Administrative Time Tracking reference guide or watch the Administrative Time Tracking webinar on the GMS website.

Again, please note that Hoya Staffing Temporary Employee requests for leave will continue to be reviewed and approved by the Hoya Staffing Manager.

Details of these business improvements and helpful links are live on the Hoya Staffing website.

If you need more information, please contact Hoya Staffing at 202-687-2530 or Charmagne Wesby, Manager, Hoya Staffing at charmagne.wesby@georgetown.edu.

Sincerely,

Marshall W. Taylor

Interim Vice President and CHRO

New HCM Role and organization change request forms available

Dear Colleagues,

We are excited to share two new documents that should help facilitate a more efficient (and effective) GMS HCM role request process. Linked below you will find two documents: 

The GMS HCM Role Catalog is an entirely new document that inventories all HCM security roles and key summary information about each. Most notably this document provides the following information:

  • General Role Information (i.e. role description that summarizes all relevant information into a short paragraph or two)
  • General Assignment Information (i.e. who is assigned the role and who does the role support)
  • General Access Rights (i.e. what can the role view and what is the role's involvement in business process transactions)
  • Domain Security Access Rights Summary (i.e. what access rights does the role have for each security Functional Area)

The GMS HCM Role Catalog should be referenced whenever you have questions about the functional access held by a role.

The GMS HCM Role and Organization Change Request Form is an updated version of the existing Word form. Specifically, the form was converted from a Word format to Excel with the intent of simplifying the request process by requesting fewer, but more direct, information about the request. In addition, there are no longer different request forms for different types of HCM roles and changes to supervisory organizations; all GMS HCM role requests and organization changes can be made using this one form. 

Finally, we are excited to introduce new functionality within GMS that allows us to send documents and/or tasks directly to targeted users in their GMS Inbox. We will be sending you the new forms to your GMS Inbox so that you can download these documents to your device for quick access and submission of all future role and organization changes requests.

Additional details about how to use each document can be found within the documents themselves.

Please contact help@georgetown.edu if you have any questions or concerns regarding these new resources at your disposal.

Thank you,
GMS Core Team

live on Workday 30 

Dear Colleagues, 

Workday 30 is now live!

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

  • Updated User Interface
    • A welcome banner with GU branding has been added to the Home Page, among other visual changes to the Home Page. Font color, icon style, chart colors, border colors, and button colors have all been updated.
    • Recovery assistant will allow users to recover tasks that they started but not saved before moving to a new page.  Inbox and announcement cards are more easily accessible from application header.
    • W: Drive has been renamed to “My Reports.” 
  • Recruiting: New Job Posting View and Improved Candidate Reporting
  • Grants Management: New composite view of Sponsor details
  • Expense Reports: You will now have the ability to complete a Per Diem Expense Report on your Mobile Device. 
  • Staffing: Updated fields, searches, business processes, prompts and new mobile compliance

Please review the Workday 30 User Interface Video for more information on the user interface changes. The Workday 30 Employee Quick Reference Guide is available on the GMS website, under the Training section. This guide 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

2017 W2 and 1095 Forms

Dear Colleagues,
 
The 2017 W-2 forms are now available in the Georgetown Management System (GMS) for viewing and printing.  The forms have also been mailed to the primary address that is on file in GMS.  To locate your W-2 forms in the system, please log into GMS to view your tax documents.

Former employees will be sent a copy of their 2017 W-2 form via the U.S. Post Office mail.  If you are contacted by a former employee who did not receive their W-2 form, please ask them to email the Payroll Services department at payrollservices@georgetown.edu.
 
Form 1095: 
IRS Form 1095 is used to determine whether you or your employer may have to pay a fine for failing to comply with the Affordable Care Act by not having healthcare coverage for 2017. This reporting form is currently required by federal law for eligible US citizens and qualifying employees and it contains information you can use in filing your taxes. You will need both your W-2 form(s) and information from your 1095 form(s) to prepare, complete and file your tax return.
 
Form 1095-C is submitted to the IRS directly by your employer. You do not have to submit a copy of the form to the IRS. However, it is recommended that you always keep a copy of each Form 1095 for your files, just in case you need to reference them in the future.
 
All full-time employees who were eligible for medical insurance through Georgetown University during 2017 will be receiving a Form 1095-C which contains information about the healthcare coverage offered by Georgetown University. The deadline by which Employers are required to provide employees with the 1095-C form has been delayed this year to March 2, 2018. We anticipate that Georgetown University will be mailing the forms in February. You need not wait to receive the 1095-C form in order to file your taxes. You simply must indicate on your 2017 tax return if you and/or your dependents were covered by employer-provided health insurance plan and for how many months.
 
To learn more about the Form 1095, you may refer to the IRS website (https://www.irs.gov/affordable-care-act/questions-and-answers-about-health-care-information-forms-for-individuals) for more details.
 
Thank you for your attention.
 
Sincerely,
 
Claudette Richardson
Director of Payroll Services

Maura Gilsenan
Director, Health Plans