What’s New in GMS – February 10, 2020

Please be aware of the following recent updates to GMS processes, job aids or reports as of February 10, 2020.

HCM Updates

HCM200210.01 – DC Paid Family Leave

Impacted Roles: All Employees

New hires will see a new notice (new window) during Onboarding about the DC Paid Family Leave law. Only employees based in DC will be eligible.

HCM200210.02 – Add/Update Academic Appointment Sub-process updated

Impacted Roles: Academic HR Partner

The Add Academic Appointment and Update Academic Appointment sub-processes of the Hire, Add Additional Job, and Change Job business processes is now located immediately after the Academic HR Partner approval step.

Financial Updates

FIN200210.01 – Automated Customer Payment Application for Sponsors

Impacted Roles: Cash Manager, GU-Accounts Receivable Manager, GU-Accounts Receivable Specialist, GU-Post-Award Cash Management Specialist

For Sponsor payments, if the Sponsor provides the CINV on remittance advice (for checks), then the system will automatically apply payment to the CINV as long (any remainder is put on account). This functionality was previously only implemented for Non-Sponsor payments, but has been expanded to include Sponsor payments as well.

FIN200210.02 – Accounting Journal Update for GU-Q

Impacted Roles: GU-Q Accounting Manager

The Accounting Journal workflow has been modified so that journals using the SFS-Q Office Journal source will route to GU-Q Accounting Manager for approval.

FIN200210.03 – New Roles for GU-Q Risk Management Approver and GU-Q IT Approver

Impacted Roles: GU-Q Supplier Contract Specialist

GU-Q Risk Management Approver and GU-Q IT Approver roles were created and added as an Ad Hoc Approver to the Supplier Contract and Supplier Contract Amendment business process.

FIN200210.04 – Additional Access for GU-Cost Center Award Analyst

Impacted Roles: GU-Cost Center Award Analyst

The GU-Cost Center Award Analyst role has been modified as follows:

Additional access to view awards (award amounts, sponsor, award tasks, budgets, etc)
Additional access to view procurement transactions tagged to grant worktags (CONs, REQs, POs, MPREQs, and INVs)
Additional access to view customer invoicing tagged to grant worktags
Access to run GU Award Header Information for Award Header Roles
Access to run GU Award Line Information for Award Header Roles
Updated inheritance settings so role assignments inherit to all subordinates (i.e. won’t break inheritance)

Look out for further access updates to run additional reports (i.e. Budget to Actual Details – Grants).

FIN200210.05 – Additional Access for Campus Budget Analyst and Campus Budget Officer

Impacted Roles: GU-Campus Budget Analyst, GU-Campus Budget Officer

GU-Campus Budget Analyst & GU-Campus Budget Officer can now copy, cancel & edit in progress budget amendments.

FIN200210.06 – Additional Access for Finance Institutional Roles to View Expense Report and Spend Authorization Process History

Impacted Roles: Controller, GU-Finance Institutional Reporting Plus, GU-Financial Affairs Institutional Reporting, GU-Finance Institutional Reporting

Financial Institutional Roles have View All access to Expense Report & Spend Authorization Events.

FIN200210.07 – Access to View STaRT Questionnaire

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

A bug was fixed to ensure approvers able to view the STaRT (sole source) questionnaire as part of the REQ/PO business processes.

FIN200210.08 – GUMC Approval Thresholds for GU-Finance CFO and GU-Senior Business Manager

Impacted Roles: GU-Senior Business Manager, GU-Finance CFO

For GUMC, the Procurement and Expenses workflow has been modified reflect the following thresholds:

Finance-CFO:

Requisition Event = $15k
Purchase Order Event = $15k
Change Order = $15k
Spend Authorization = $2.5k
Expense Reports = $2.5k

Senior Business Manager:

Requisition Event = $2.5k
Purchase Order Event = $2.5k
Change Order = $2.5k
Spend Authorization = $1.5k
Expense Reports = $1.5k

All other thresholds not listed here remain the same. Please note that multi-campus transactions wil respect GUMC’s threshold, meaning other campuses could be impacted by this change.

FIN200210.09 – Fund 2803 Now Valid for Grants Transactions

For all business processes, fund 2803 is now a valid fund that can be used for grant transactions.

FIN200210.10 – New Report – GU Find Grants

Impacted Roles: GU-Advancement Award Analyst, GU-Co-Principal Investigator, GU-Finance CFO, GU-Finance Institutional Reporting, GU-Finance Institutional Reporting Plus, GU-Financial Affairs Institutional Reporting, GU-Grant Manager, GU-Grant Reporting Analyst, GU-Lead Principal Investigator, GU-Post-Award Director, GU-Post-Award Manager, GU-Post-Award Specialist, GU-Post-Grant Portfolio Specialist, GU-Pre-Award Director, GU-Pre-Award Manager, GU-Pre-Award Specialist, GU-Pre-Grant Portfolio Specialist, GU-Principal Investigator, GU-Senior Business Manager, GU-Senior Supplier Contract Manager Facilities, GU-Senior Supplier Contract Manager General, GU-Senior Supplier Contract Manager Services, GU-Senior Supplier Contract Manager UIS, GU-Supplier Contract Manager

New Grants report to provide key information related to Grants in the GMS System.

FIN200210.11 – Updated Report – GU Find Receipts Reports

Receipt Line Memo has been added as a field output for both the GU Find Reciepts and GU Find Receipts For Organization reports.

FIN200210.12 – Updated Report(s) – GU Find Supplier Invoice Requests

Awaiting Action On has been added as a report field to both the GU Find Supplier Invoice requests and GU Find Supplier Invoice Requests For Organization.

FIN200210.13 – Updated Report – GU Unexpensed Procards Aging Report

The Credit Cardholder has been added to the GU Unexpensed Procards Aging Report output, and also the Worker field has been renamed to Assigned Worker.

FIN200210.14 – Updated Report(s) – Effort Certification Reports

Company has been added as report output to the GU Effort Certification Status Report and GU Effort Certification Lines Report.

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