Early payroll Deadline for good friday holiday

Dear Colleagues,

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

In order for Payroll to be processed and settled for the March 29, 2018 pay date:

  • Documents are due to Payroll by 3pm on Wednesday, March 21
  • Time entry must be completed and approved by 3pm on Friday, March 23
    • *Estimate hours worked for March 23 - 25
  • On-Demand requests must be submitted by 12pm noon on Monday, March 26
    • *Anything approved or submitted after this deadline will be process for Friday, April 6

 To find the updated payroll calendar, please go to the Payroll Calendar.

Thank you for your attention to these important deadlines.


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

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

Staples Punchout: One-Day Hold for Purchase Orders

UPDATE: As of 3:15 pm on 03/02/2018, all Staples Purchase Orders have been sent to Staples, and the punchout integration is now operational. Users should expect that approved Requisitions for the Staples punchout will immediately issue a Purchase Order.

The GMS Core Team will hold Staples Purchase Orders on Friday, 03/02/2018, from 8 am until approximately 5 pm while Staples updates their internal database of Ship-To Addresses. During this time Requisitioners will still be able to shop on the Staples site, and process Requisitions for approval in GMS. The GMS team will coordinate with Staples so that when they have made their updates, we will release all Purchase Orders to Staples. Staples should receive and begin processing orders by the end of day on Friday. We are taking this approach to limit the disruption to end users.  Please log a helpdesk ticket by emailing help@georgetown.edu if you have any issues.

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.
Claudette Richardson
Director of Payroll Services

Maura Gilsenan
Director, Health Plans