What’s New in GMS – June 29, 2020

Please be aware of the following recent updates to GMS processes, job aids or reports as of June 29, 2020.

GMS Updates

GMS200629.01 – 2020 Research Restarting Plan

As we prepare to restart research at Georgetown, we are asking faculty members and research units on the Main Campus and Georgetown University Medical Center to formulate plans to do so in accordance with these guidelines. With approved plans in place, we will be able to hit the ground running when authorized to restart

To submit your plans to your Department Chair and Dean in GMS, please use the Create Request task within GMS. Then, having chosen the “All” option on the dropdown menu of request type on the next screen, select 2020 Research Restarting Plan. You can also navigate there from the Submit Research Restarting Plan tab on your GMS Home page.

Refer to the job aid (new window) for more details on how to submit your request.

HCM Updates

HCM200629.01 – Ability to Cancel in progress Activity Pay Assignments

Impacted Roles: Academic HR Partner, HR Contact

Academic HR Partners and HR Contacts can now cancel in flight Period Activity Pay assignments.

HCM200629.02 – Payroll Schedules through FY26

To support the FY21 position budget process and payroll commitments for five years out, the pay period schedules for FY21 through FY26 have been added to GMS. Pay dates beyond the end of FY21 are subject to change.

HCM200629.03 – Training Dashboard

HCM Training Materials are now available in GMS under the GMS Training worklet.

HCM200629.04 – Payslip and Payroll Access Updates

Impacted Roles: Academic HR Partner, Campus Department Administrator, CFO, Department Administrator, Finance Partner, Finance Reporting, HR Contact

Access to view pay results and payslips has been removed for the following roles:

Academic HR Partner
Campus Department Administrator
CFO
Department Administrator
Finance Partner
Finance Reporting
HR Contact

Should workers have specific questions or concerns about their payslips, please direct them to Payroll Services

HCM200629.05 – New Time Entry Method is Live in GMS

Impacted Roles: Managers, Timekeepers of 1199SEIU, LEOSU-DC and police sergeant employees

A new, more accurate and compliant method of time entry is live in GMS for represented members of 1199SEIU, LEOSU-DC and police sergeants.

The enhanced time entry method replaces the previously used daily time blocks. Time worked must be recorded as actual time worked. Entries for overtime, shift work, holidays, holiday worked, and inclement weather worked are now automatically calculated by GMS ensuring accurate pay. The totals at the top of the time entry calendar are also updated to better reflect the hours worked, premium pay, shift pay, overtime, time away from work and the overall total for the week.

Financial Updates

FIN200629.01 – FY21 Fringe Rates

Impacted Roles: GU-Advancement Award Analyst, GU-Co-Principal Investigator, GU-Finance CFO, GU-Finance Institutional Reporting, GU-Finance Institutional Reporting Plus, GU-Grant Manager, GU-Lead Principal Investigator, GU-Post-Award Director, GU-Post-Award Manager, GU-Post-Award Specialist, GU-Pre-Award Director, GU-Pre-Award Manager, GU-Pre-Award Specialist, GU-Principal Investigator, GU-Senior Business Manager

New rates for Fringe are effective July 1, 2020.The fringe rate components can be located at the Financial Affairs website using the following link (new window).

FIN200629.02 – FY21 F&A Rates

The FY21 NICRA (F&A rates) Agreement is available for selection on the Award Line. Warnings have been keyed on the Award and Award Amendment business processes to guide the user in selecting the appropriate NICRA Agreement. The NICRA Agreements have also been numbered for simple identification of current and historic F&A rate agreement.

The agreement can be located at the Financial Affairs website using the following link (new window).

FIN200629.03 – FY21 Lease Upload

Impacted Roles: GU-Lease Accountant

All FY21 operating and capital leases have been uploaded to GMS.

FIN200629.04 – Internal Chargeback Changes

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

Two new chargeback journal sources have been added, Internal Chargeback Journal and Auxiliary Chargeback Journal, to include an approval step by the Financial Accounting Office. This change is necessary to ensure these allocations are in compliance with the Accounting for Internal Allocations. Refer to this link (new window) for more details about internal allocations.

The approval step will be a check of the journal for compliance with the procedures outlined below only, and will not represent approval of the appropriateness of the transaction itself or the accuracy of the dollar amounts. A journal that is out of compliance will be sent back to the initiator for correction or cancellation.

Accounting for Internal Allocations

Internal charge-back, allocation, and transfer journal entries must net to zero within the financial statements line, i.e. no impact on total University’s revenue or expense line item.

Journal entries for internal charge-back, allocation and transfer should use the same Spend category and ledger account for debit and credit side of the entries. At the very least, the debit and credit side of the entries must use ledger accounts which are mapped to the same financial statement line
If the journal entries do not net to zero within the same statement line, the University is misstating certain expenses
No Revenue category nor ledger account may be used related to internal charge-back, allocation or transfer journal entries
Internal charge-back journals must be posted in the same fiscal year during which the goods or services were provided. Exceptions permitted for grant funds 1802 and 1805 which can cross fiscal year as long as the expenses are within the Grant’s period of performance.

FIN200629.05 – Award Special Condition – Harassment Reporting

Impacted Roles: GU-Advancement Award Analyst, GU-Co-Principal Investigator, GU-Grant Manager, GU-Lead Principal Investigator, GU-Post-Award Director, GU-Post-Award Manager, GU-Post-Award Specialist, GU-Pre-Award Director, GU-Pre-Award Manager, GU-Pre-Award Specialist, GU-Principal Investigator

To comply with Sponsor requirements a new Special Condition has been added called Harassment Reporting.

FIN200629.06 – Campus Financial Reporter Access to View Purchase Order BP History

Impacted Roles: GU-Campus Financial Reporter

Campus Financial Reporters can now access business process process history on Purchase Order transactions.

FIN200629.07 – Updated Report – GU Find Purchase Orders

GU Find Purchase Orders has been updated with the Line Description & Memo fields. The SFSQ variant is now unavailable in Production

FIN200629.08 – Updated Report – GU Find Supplier Invoices

GU Find Supplier Invoices and Lines For Organization has been updated with the Memo For Line Distribution field. The SFSQ variant is now unavailable in Production.

FIN200629.09 – Updated Report Sharing – GU Payroll Accounting Adjustments (PAA) Awaiting Action

Impacted Roles: GU-Finance CFO, GU-Post Award Manager, GU-Post Award Director, GU-Senior Business Manager

GU Payroll Accounting Adjustments (PAA) Awaiting Action report is now shared with:

GU-Finance CFO
GU-Post Award Manager
GU-Post Award Director
GU-Senior Business Manager

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