What’s New in GMS – July 13, 2022

As of January 1, 2022, the mileage rate tables have been updated to align with new IRS guidelines for calendar year 2022.

Impacted Roles: GU-Cost Center Buyer

As of January 13, 2022, the Purchase Order business process has been updated to fix a bug that would sometimes trigger an error stating there is insufficient balance on the related contract when creating a PO and the CON/PO are in a foreign currency even where balance remains.

As of February 9, 2022, a bug has been fixed in the per diem calculation. Spend authorizations using per diem will now calculate properly.

As of February 10, 2022, a new report is available called GU Find Locations. This report is shared with All Employees and will allow for easy lookup of any location (for shipping purposes, etc).

Impacted Roles: GU-Pre-Award Specialist

As of February 11, 2022, the GU-Pre-Award Specialist role has the ability to modify Award Proposals.

Impacted Roles: GU-Budget Analyst Finance

As of February 18, 2022, new custom validations have been added to the Budget Event. These validations enforce the usage of revenue categories with income accounts and spend categories with expense accounts. This will help keep the budget aligned with Account Posting Rules.

As of February 22, 2022, match exceptions will now route to the Requisition Requester (in addition to the PO Buyer).

As of February 28, 2022, the Expense Report business process has been updated to require All Approvers when multiple people are in an approval role.

As of March 2, 2022, the Location is now a required field on Award and Award Amendments.

As of March 11, 2022, the GU In Progress Supplier Contract Aging Analysis Detail report has been updated to include the following fields:

• Original Total Contract Amount
• Total Contract Amount
• Previous Total Contract Amount
• Supplier Contract Start Date
• Supplier Contract End Date

As of March 18, 2022, the GU-Q lease approval process has been updated so that Financial Reviewer approves before Accounting Manager.

As of March 16, 2022, a new validation has been added to Edit Project business process to require Project Group.

Impacted Roles: GU-Financial Reviewer, Cost Center Manager, GU-Senior Business Manager, GU-Finance CFO, GU-Cost Center Buyer

As of March 28, 2022, new inbox filters have been created to help identify the following:

• Punchout Requisitions
• Non-Punchout Requisitions

Impacted Roles: Finance Campus Representative, GU-Finance Institutional Reporting, GU-Finance CFO, GU-Senior Business Manager, Cost Center Manager, GU-Financial Reporter, GU-Campus Financial Reporter, GU-Financial Reviewer

As of April 6, 2022, a new report is available called GU Cost Centers and Related Roles. This report will allow you to search for specific cost centers / cost center hierarchies and identify the related cost center roles (i.e. Cost Center Manager, Senior Business Manager, Financial Reviewer, etc)

Impacted Roles: Customer Contract Specialist

As of April 8, 2022, customer invoices (CINV) can be created without being linked to a Customer Contract.

As of April 11, the following approval thresholds were implemented across the campuses:

Main Campus:

• All – Financial Reviewer (Except Punchout)
• All – Cost Center Manager (Except Fund 1802)
• All Fund 1802 – Grant Manager
• $25,000 = Senior Business Manager
• $50,000 = Finance CFO
• $100,000 = University Treasurer

Medical Center:

• All – Financial Reviewer (Except Punchout)
• All – Cost Center Manager
• All Fund 1802 – Grant Manager
• $2,500 = Senior Business Manager
• $2,500 = Finance CFO
• $50,000 = University Treasurer

Law Center:

• All – Financial Reviewer (Except Punchout)
• All – Cost Center Manager
• All Fund 1802 – Grant Manager
• $25,000 = Senior Business Manager
• $50,000 = Finance CFO
• $100,000 = University Treasurer

University Services:

• All – Financial Reviewer (Except Punchout)
• All – Cost Center Manager (Except Fund 1802)
• All Fund 1802 – Grant Manager
• $2,500 = Senior Business Manager
• $25,000 = Finance CFO
• $100,000 = University Treasurer

As of April 14, 2022, an uncommon bug was fixed in which an email would be sent to the expense report preparer informing their expense report has been sent back when it was not.

As of April 18, 2022, customer invoices and statements have been updated to include adjustments.

Impacted Roles: Customer Contract Specialist

As of April 29, 2022 the Print Service step has been embedded into the Customer Invoice business process. This reduces manual effort by automating the process.

As of May 2, 2022, the following reports were updated to included Award Lifecycle Status as a prompt:

• GU Award Header Information
• GU Award Header Information for Award Header Roles
• GU Award Line Information for Award Header Roles
• GU Award Line Information
• GU Award Line Information for Grant Roles

As of May 5, 2022, a new warning has been added to the Expense Report business process to inform the user they have used itemization when it may not be necessary. Itemizing when it is not necessary makes it a more cumbersome process for downstream reviewers.

As of May 25, 2022, the procard application business process has been updated so that requests only route to the Primary Senior Business Manager and Primary CFO.

As of May 25, 2022, the Non Reportable Student classification has been renamed to Georgetown Student.

As of June 3, 2022, a new warning has been added to procurement processes if a supplier is to be paid via International Wire in a non-USD currency. Doing this could lead to currency rate mismatches as the wire processor uses their own exchange rates compared to GMS exchange rates.

As of June 13, 2022, approvers can now Deny spend authorizations.

Impacted Roles: Fin Reviewer, Grant Manager, Cost Center Manager, Senior Business Manager, Finance CFO, Requisitioner

As of June 14th, 2022, the routing for fully sponsored projects punchouts has changed. Going forward there is a rolling 7 day punchout threshold whereby any single punchout requisition under $5,000 will be automatically approved for sourcing. The requisite approvals have been moved to the supplier invoice.