What’s New in GMS – January 27, 2020

Please be aware of the following recent updates to GMS processes, job aids or reports as of January 27, 2020.

HCM Updates

HCM200127.01 – Employees in Fixed Term Position with Employment Date Report Updates

Impacted Roles: HR Contact, HR Client Services Partner, Employment and Recruitment Specialist, Department Administrator

Employees in Fixed Term Position with Employment Date report now returns the last payment date and HR Contacts for the worker.

HCM200127.02 – GU Goals BP Analysis Report Update

Impacted Roles: Employment and Recruitment Specialist, HR Client Service Partner

GU Goals BP Analysis report now shared with HR Client Services Partner and Employment and Recruitment Specialist roles.

Financial Updates

FIN200127.01 – Fly America Instructions Added to International Airfare Expense Item

Impacted Roles: Employee as Self, Contingent Worker as Self, Expense Report or Spend Authorization Delegate

A soft warning has been added to Expense Reports and Spend Authorizations when a Federal Grant worktag is used with the International Airfare expense item. Additionally, instructions have been added to the expense item with a link to the policy documentation and form to fill out and attach to the spend authorization or expense report.

FIN200127.02 – Soft Warning for Meals Expense Reports

Impacted Roles: Employee as Self, Contingent Worker as Self, Expense Report or Spend Authorization Delegate

A soft warning has been added to Expense Reports when a meals expense item is used, it is greater than $25, and there is only one attendee. The warning reminds the submitter to update the attendee list in case they have forgotten.

FIN200127.03 – Reassign Expense reports to Other Managers

Impacted Roles: Primary Manager

For Expense Reports, other Managers are now available as a reassignment option. This may be appropriate if an employee that has multiple jobs and submits an expense report for something related to their additional job, and the Primary Manager would prefer the Secondary Manager approves.

FIN200127.04 – Automated Customer Payment Application (Non-Sponsor)

Impacted Roles: GU-Accounts Receivable Manager, GU-Accounts Receivable Specialist, GU-LCCC Clinical Trials Manager, GU-Other Clinical Trials Manager, GU-Post-Award Billing Specialist, GU-Post-Award Cash Management Specialist, GU-Post-Award Manager

If a customer provides the CINV on remittance advice (for checks), then the system will automatically apply customer payment to the CINV as long (any remainder is put on account).

FIN200127.05 – Unhide Comments for Procurement Transactions

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

Business Process Comments should now be visible to initiators for the following processes:

Purchase Order
Change Order
Supplier Contract
Supplier Contract Amendment

FIN200127.06 – GU Find Supplier Contracts Updates

Reference ID added to GU Find Supplier Contracts.

FIN200127.07 – GU Find Expense Reports Updates

GU Find Expense Reports now returns in the output if the expense report is “Potentially Imputed Income.” This field has also been added as a prompt that the user can select. This field returns Yes if the aging between the expense line date & submission date is 60 days or more and the Expense Item isn’t related to Airfare or Hotel.

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