What’s New in GMS – May 11, 2020

Posted in News Story

Please be aware of the following recent updates to GMS processes, job aids or reports as of May 11, 2020.  

GMS Updates

GMS200511.01 – Guided Tours

GMS has been updated to always show Guided Tours, rather than needing to select the “Show Me” option.

GMS200511.02 – New report – GU Estimated Payroll Obligations Based On Current Costing Allocations

Impacted Roles: Academic HR Partner, Campus Department Administrator, CFO, Compensation Analyst, Dean’s Office Viewer, Department Administrator, Employment and Recruitment Specialist, Finance Partner, Institutional Reporting, HR Contact, GU-Budget Analyst HCM, GU-Campus Budget Analyst, GU-Finance Institutional Reporting, GU-HR Institutional Reporting, HR Client Service Partner, HR Executive, Payroll Administrator

A new report is available (to HCM roles) to identify payroll obligations based on a worker’s compensation and active costing allocations. It can be used in any of the following the scenarios:

  • Remaining duration of the award contract (for the associated grant worktag)
  • Remaining duration of the fiscal year
  • Remaining duration of costing allocation

You must have access to the worker’s primary position’s supervisory organization to run the report. If you do, then the report can be run based on a worker’s default organization assignments, or any of the workags included on the costing allocation (i.e. grant or cost center).

HCM Updates

HCM200511.01 – Updates to “TT – All Timesheets by Supervisory Organization” report

The Start and End date prompt labels have been renamed for clarity.

HCM200511.02 – Future Activity Pay tab has been updated

The Future Activity Pay tab on Worker’s Profile has been updated to include Academic Period and Activity Pay Assignments where the semester has not yet started.

HCM200511.03 – Updates to TT – Time Off Not Approved Reports

The TT – Time Off Not Approved report now allows users to key in Supervisory Organizations and subordinates. The TT – Time Off Not Approved Last Week report now allows users to update start and end date prompts.

HCM200511.04 – Updates to GU Union Employee Roster Report

The report now displays Manager and Timekeeper(s).

Financial Updates

FIN200511.01 – New Role – GU-Assignee Reporter

Impacted Roles: GU-Assignee Reporter

A new role is now assignable to specific Assignee worktags that enables reporting and view-only access to operational transactions and financial reporting tagged with the worktag. This role has the same reporting and transaction visibility as the GU-Assignee role, but is intended for reporting by someone other than the Assignee themself.

FIN200511.02 – Updated Role – GU-Assignee

Impacted Roles: GU-Assignee

The GU-Assignee role can now run the following operational reports where their Assignee worktag is used:

  • Budget to Actuals Summary
  • Budget to Actuals Summary – Expansion & Download
  • Budget to Actuals Summary – Reserves & Gifts
  • GU BP Worker Contribution Analysis Summary
  • GU BP Worker Contribution Analysis Detail
  • GU Current Delegations by Organization
  • GU Find Basic Gifts
  • GU Find Customer Contract Lines
  • GU Find Expense Reports
  • GU Find Gifts
  • GU Find Purchase Orders
  • GU Find Requisitions
  • GU Find Spend Authorizations
  • GU Find Supplier Contracts and Lines For Organization
  • GU Find Supplier Invoice Requests For Organization
  • GU Find Supplier Invoices And Lines For Organization
  • GU Income and Expense Journal Transactions
  • GU Non Payroll Journal Transactions for Accounting Journal Template
  • My Spendable Fund Balance (Assignee ONLY)
  • Spendable Fund Balance for Assignee (Assignee Reporter ONLY)
  • Non Payroll Journal Transactions
  • Payroll Journal Transactions

This also includes the ability to drill into operational transactions as a related action from the reports.

FIN200511.03 – Remove Duplicate Approvals for Requisitions Sourced to Existing Purchase Orders

Requisitions that are approved and sourced to existing Purchase Orders no longer require the resulting Change Order to be approved.

FIN200511.04- New Ad Hoc Approvers for Expense Report and Supplier Invoice Request (MPREQ)

Expense Report BP now allows the following Ad Hoc Approver roles:

  • Manager
  • Primary Manager
  • Primary Manager’s Manager
  • Management Chain
  • Cost Center Manager
  • GU-Senior Business Manager
  • GU-Campus Financial Reporter
  • GU-Finance CFO

Supplier Invoice Request BP now allows the following Ad Hoc Approver roles:

  • Cost Center Manager
  • GU-Senior Business Manager
  • GU-Campus Financial Reporter
  • GU-Finance CFO

FIN200511.05 – Inactivate award purpose codes

Inactivated 99 Award Purpose Codes that have never been used.

FIN200511.06 – Expense Report Send Back Notifications Now Sent To Delegates

Impacted Roles: All Employees

Notifications will now be sent to the Expense Report Payee’s delegate that intiated the expense report if it is sent back.

FIN200511.07 – Ability for GU-Expense Preparer to Cancel Expense Reports

Impacted Roles: GU-Expense Preparer

The GU-Expense Preparer role can now cancel expense reports.

FIN200511.08 – GU-Finance CFO No Longer Receives Approved Supplier Contract Alerts

Impacted Roles: GU-Finance CFO

The GU-Finance CFO role no longer receives alerts for approved supplier contracts.

FIN200511.09 – Updated Report – GU Detail Trial Balance

The GU Detail Trial Balance report now includes Ledger Account 20151.

FIN200511.10 – Updated Report – Payroll Journal Transactions – PAA

The Payroll Journal Transactions – PAA now includes Accounting Date, Pay Period End Date, Payment Date and Budget Date and is consistent with Payroll Journal Transactions report.

If you have questions regarding these changes or any other GMS support questions please contact help@georgetown.edu.