What’s New in GMS – December 7, 2023

Posted in News Story

Please be aware of the following recent updates to GMS processes, job aids or reports as of December 7, 2023.

HCM Updates

Impacted Roles: Employee As Self, Pre Employee As Self

GGH Onboarding Notifications now include an additional email providing GGH workers with their Temporary Password. This is to help improve the overall onboarding process for GGH workers.

Impacted Roles: HR Contact

The Hire business process has a new error message if the position selected for the hire does not match the position associated with the inititaing job requisition. This will prevent erroneously hiring a candidate into the wrong position.

Impacted Roles: Employee As Self, Pre Employee As Self

Employees from the following 12 states will receive an acknowledgement upon their hire upon on different state policies which is triggered depending on the state they reside in. This acknowledgement notice will go out to employee groups – administrative, faculty, and fellow but will exclude GGH employees, students and contingent workers. States: Arizona, California, Connecticut, Kentucky, Louisiana, Massachusetts, Nevada, New Jersey, Oregan, South Carolina, Texas, Virginia.

Financial Updates

Impacted Roles: Requisitioners, Cost Center Buyers

Requisitioners and Cost Center Buyers will now be able to request match exception overrides.

This should be used sparingly, with acceptable reasons being either: when the supplier’s final invoice for an engagement is received, and it’s corresponding contract does not require an amendment; or when the invoice exceeds the PO by a de minimis amount (less than $500 above or 20% of the PO)

Match exception override requests will then route to the appropriate financial approvers. The attached guide explains this process (both initiation of the request and approval) in detail.

Impacted Roles: Employee As Self, Requisitioner, Cost Center Manager, GU-Senior Business Manager, GU-Finance CFO

The Budget Check step evaluates the total funds available for Ledger Accounts at the School Level and Fund Hierarchy (UR/TR) level. If the financial transaction total exceeds the available budget, then Budget Check will fail and an override must be requested to proceed with the transaction as entered. If Budget Check fails, then the Cost Center Manager (CCM) has the opportunity to request an override (comment required) and the Senior Business Manager (SBM) has authority to approve the override request (comment required).

Impacted Roles: Employee As Self

Beginning on Friday, Dec. 1, 2023, receipts will be required as substantiation on expense reports only when a given transaction is $75 or more, to bring university policy in line with IRS recordkeeping requirements.

Impacted Roles: Requisitioners

In cases where you are creating a requisition for a Non Resident Alien supplier, you will be required to indicate where the work is being performed. GMS will prompt you to provide the general location, either Work Done inside the United States or Work Done outside the United States, in the Worktag field of the requisition lines.