What’s New in GMS – February 5, 2024

Posted in News Story

Please be aware of the following recent updates to GMS processes, job aids or reports as of February 5, 2024.

HCM Updates

Impacted Roles: Employee As Self (Students), HR Contact, Manager, Timekeeper

As of 12/8/2023, student workers have the ability to submit their self resignation in GMS. For more information, please refer to the Student Self Resignation Job Aid.

The Personal Information task will now ask for employees to identify their Sex instead of their Gender. This update was also made for external candidates when applying for jobs.

Impacted Roles: Employee As Self, Pre Employee As Self

New onboarding step for employees to review and acknowledge the Protection of Minors Policy.

Impacted Roles: Primary Recruiter, Employment & Recruitment Specialist

New recruiting message templates available for Primary Recruiters and Employment & Recruitment Specialists to send to candidates.

As of 1/1/24, all workers eligible for the Defined Contribution retirement plan had their voluntary contributions auto-escalated by 1%, unless they were already contributing at least 15% of theirs earnings to 403b. In addition, for those eligible for defined contributions who were contributing less than 3%, they were defaulted to 3%. For more information, please refer here.

2023 W-2 forms are now available in GMS for viewing and printing. Unless you opted out of receiving a printed copy by the deadline, the forms have also been mailed to your home address on file in GMS. To access your W-2 form in the system, please take the following steps:

  1. Login to GMS;
  2. On the Home Page click on the Pay icon;
  3. Under the View section, select the My Tax Documents link;
  4. Under Tax Year, locate 2023 and select the View/Print button to obtain a copy of the W-2 form. The form will also appear in your GMS notification box.

Employees may also log into ADP iPay and obtain electronic copies of their 2023 W2.

  1. Register for ADP IPay; please visit the OCFO website to find information on how to register. You will be assigned a unique User ID and will be asked to create a password. Please remember this registration info;
  2. Download the ADP Mobile Solutions app and log in using the credentials you created during ADP IPay Registration (above),
  3. Once registered as a new user you will be able to download an electronic copy of your W2 from ADP.

Former employees will be sent a copy of their 2023 W-2 form via the U.S. Postal Service. If you are contacted by a former employee who did not receive their W-2 form, please direct them to the OCFO website for instructions on how to obtain a copy. Former employees may also access the MyADP site to obtain electronic copies but will still need to register.

Financial Updates

Impacted Roles: Accountant, Cost Center Manager, Finance Administrator, Finance Partner, Financial Reviewer, Cost Center Buyer, Journal Preparer, Pre-Award Manager / Specialist, Proposal Specialist, and Senior Business Manager

As of 12/11/2023, users initiating COA Requests may run the GU Find COA Requests – Details report, which is a companion report for GU Find COA Requests. The Details report provides the questions and answers for the secondary questionnaire for requests associated with the Gift, Revenue Category, and Spend Category worktags

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

Reviewers and approvers in the financial Budget Check process can now delegate the task to others in GMS. To delegate the business process, select the intended delegate in your Manage Delegation Settings and select “Check Budget (Financial)” as the business process . The delegation will route for approval as other delegation requests.