What’s New in GMS – October 7, 2019

Posted in News Story

Please be aware of the following recent updates to GMS processes, job aids or reports as of October 7, 2019.  

GMS Updates

GMS191007.01 – Updates To Worker Contribution Analysis Report

Impacted Roles: Academic HR Partner, CFO, Controller, Cost Center Manager, Department Administrator, Finance Partner, GMS Core Team, GU-Campus Financial Reporter, GU-Finance CFO, GU-Finance Institutional Reporting Plus, GU-Financial Affairs Institutional Reporting, GU-Financial Reporter, GU-Senior Business Manager, HR Contact, HR Executive

The GU Worker Contribution Analysis Report now includes eight (8) new fields related the previous and following steps for each line. Fields include what the step was, who completed it, status of the step and the date it was completed. These fields will allow for more complicated analysis.

HCM Updates

HCM191007.01 – Region Organization Assignment

Impacted Roles: HR Contact, Academic HR Partner

Region has been removed from Organization Assignments.

HCM191007.02 – New Costing Allocation Partner Role

A new role called GU-Costing Allocation Partner is available. This role is assignable by supervisory organization, and can be requested for anyone. This role can:

  • Initiate costing allocations
  • View costing allocations from individual worker records

Previously the only roles that could initiate costing allocations also had access to view sensitive information. This new role does not grant any sensitive information (i.e. no compensation or demographic information) and can be assigned to anyone with costing allocation responsibilities. Requests for new role assignments are approved by the HCM Campus Representative.

HCM191007.03 – New State Tax Withholding – West Virginia

Impacted Roles: Employee as Self

Effective 10/1/19, Georgetown is a registered employer with the state of West Virginia. As such, payroll taxes will be withheld and remitted to the state for employees with home and/or work addresses within West Virginia.

HCM191007.04 – New State Tax Withholding – Massachusetts Paid Family & Medical Leave

Impacted Roles: Employee as Self

Effective 10/1/19, employees working in Massachusetts will see an additional tax withholding from their pay for the MA Paid Family and Medical Leave program. 

Financial Updates

FIN191007.01 – FY20 Per Diem Rates

The FY20 per diem rates have been loaded into GMS.

FIN191007.02 – Capital Projects Workflow Updates

Impacted Roles: GU-Capital Project Director, GU-Capital Project Reviewer, GU-VP Approver, GU-AVP Approver

The business process workflow for capital projects (does not apply to IT projects) has been modified as such:

  • The Create Project business process now includes the GU-AVP Approver as an approver (but will be skipped until the position is filled)
  • If GU-Capital Project Reviewer initiates the Create Project business process then it routes directly to GU-Capital Project Director
  • The Supplier Contract and Supplier Contract Amendment processes have been modified to remove GU-VP Approver

FIN191007.03 – GU Find Requisitions And GU Find Purchase Orders fixed

Impacted Roles: Accounts Payable Analyst, Accounts Payable Data Entry Specialist, Accounts Payable Settlement Specialist, Controller, GU-Capital Transaction Reviewer, GU-Central Buyer, GU-Finance Institutional Reporting, GU-Grant Financial Analyst, GU-Project Accounting Manager, GU-Requisitioner, GU-Supplier Contract Manager, GU-University Treasurer

The organization prompt for GU Find Requisitions and GU Find Purchase Orders was not working as intended for users assigned Company roles. This issue has been corrected on the back end. Users will now be able to select cost centers through the Cost Center Hierarchy menu in the Organization prompt.

You can always use All Georgetown Cost Centers if you are unsure of which cost center to use.

FIN191007.04 – Worktag Requirements for Supplier Contract Amendments

Impacted Roles: Cost Center Buyer, Cost Center Manager, Finance CFO, Financial Reviewer, Financial Reporter, Campus Financial Reporter, Requisitioner, Senior Business Manager, Supplier Contract Specialist

Worktags (i.e. Cost Center) are now required on all Non-Master Supplier Contract Lines during the Supplier Contract Amendment process. This validation already existed for new Supplier Contracts.

FIN191007.05 – Expense Preparer Access Update

Impacted Roles: Expense Preparer, Cost Center Manager, Finance CFO, Financial Reviewer, Senior Business Manager

Expense Preparer now has access to the following reports:

  • GU Find Procard Transactions
  • GU Suspicious Procard Activity
  • GU Unexpensed Procard Transactions Aging
  • GU Employees With Outstanding Receivable Balance
  • GU Find Potential Duplicate Expense Lines
  • GU Find Expense Reports

FIN191007.06 – Ad Hoc Approval for Supplier Invoices

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

Legal and Risk Approvers are now options for ad hoc approval for supplier invoices.

FIN191007.07 – Procard Alerts for Refunds

Impacted Roles: Employee as Self

Refund transactions are now included in the procard alerts distributed bi-weekly.

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