We help faculty and staff to find (1) who they need (2) what they need and (3) general information regarding financial, administrative and human resources.

Our Mission

The BFO strives to provide excellent financial and administrative service, support and stewardship to the College.  We are changing perspectives so we can change our impact. Our core values include:

  • Integrity
  • Teamwork
  • Transparency

System

Employee

Form/Policy

Code of Conduct

At UGA, we subscribe to a standard set of ethnics.  You may not realize this or remember when you were hired but we have a code of conduct. This code upholds the highest standards of intellectual honesty and integrity in the conduct of teaching, research, service and grant administration.

BFO NewsFlash

IPAWS OVERHAUL 10/13/17

UGA’s  current job application system, iPaws, will implement an upgrade in November.  There are some important dates for us all to mark on our calendars as this will impact the ability to hire new employees. We have been advised by HR that if we don’t expect to hire before November 17th (this includes the hiring proposal complete), then we should not input new postings. This information has already been shared with your financial support staff. Please forward to anyone that I may have missed.

11/28/2017                 Go Live!

11/20/2017                 iPAWS black out period until Go Live (week of Thanksgiving)

11/19/2017                 All postings close; Applicants can no longer apply

11/08/2017                 No more actions submitted in 5.8; this includes all Reclassification requests, Modify requests, or New position/posting requests

After 11/8, we cannot post any new positions, request reclassifications, or modifications.

After 11/19, all postings closed.  Applicants can no longer apply and anything in transition will be purged 11/20.

The new system will go live on Tuesday, November 28th.  Anything that was posted but not filled will have to be re-entered.

“In God we trust, all others must bring data” W. Edwards Deming 9/22/17

The AFDMC’s (Administrative and Financial Data Management Committee) purpose is to provide steward-level governance of data within the domains of finance, budget, facilities, HR, payroll, sponsored projects administration and development. The committee will be comprised of data stewards and stakeholders from each of these data domains, institutional research, EITS staff and data custodians as delegated by the data stewards.  Although the work of the committee will contribute to the success of the OneSource project, the committee is expected to remain active long after the project has been completed. This committee and others like it are a part of an ongoing and growing effort to actively govern and manage institutional data.

We hope to have the data warehouse repository up and going before we go live with PeopleSoft Financials in July 2018.  The repository will be referred to more as data retrieval than reporting.  We will use terms such as Data Cookbook, Data Custodian, Data Trustee and Data Steward. JIRA (an existing system) will be used for access and reporting requests.

Data Cookbook – Contains no sensitive data but only information about data (meta data). Two key areas are attributes/definitions and reporting.  The AFDMC is working to setup a naming convention and how to configure the Data Cookbook for end users.

Data Trustee – Cabinet-level position with overall responsibility for data being read, created, reported, updated or deleted by units under them. Typically, stewards report to trustees. -

Data Steward – Data stewards are business owners with deep knowledge of their data domain and related business practices. They are accountable for approving access requests, maintaining data quality and developing meta data for the data they steward.

Data Custodian - Custodians are designated by and typically report to data stewards. They are authorized to grant access to elements within the data domain for which the steward is accountable.

Data User - An individual who has been authorized to access data.

Check out this website links with the cool charts to help illustrate the AFDMC purpose.

http://datamanagement.uga.edu/management-and-governance/

http://datamanagement.uga.edu/management-roles-and-responsibilities/#

photo of a cooking being made: data, information, presentation, knowledge (cookie eaten)

Shark Bait 9/8/17

During a research experiment a marine biologist placed a shark into a large holding tank and then released several small bait fish into the tank.

As you would expect, the shark quickly swam around the tank, attacked and ate the smaller fish.

The marine biologist then inserted a strong piece of clear fiberglass into the tank, creating two separate partitions. She then put the shark on one side of the fiberglass and a new set of bait fish on the other.

Again, the shark quickly attacked. This time, however, the shark slammed into the fiberglass divider and bounced off. Undeterred, the shark kept repeating this behavior every few minutes to no avail. Meanwhile, the bait fish swam around unharmed in the second partition. Eventually, about an hour into the experiment, the shark gave up.

This experiment was repeated several dozen times over the next few weeks. Each time, the shark got less aggressive and made fewer attempts to attack the bait fish, until eventually the shark got tired of hitting the fiberglass divider and simply stopped attacking altogether.

The marine biologist then removed the fiberglass divider, but the shark didn’t attack. The shark was trained to believe a barrier existed between it and the bait fish, so the bait fish swam wherever they wished, free from harm.

The moral: Many of us, after experiencing setbacks and failures, emotionally give up and stop trying. Like the shark in the story, we believe that because we were unsuccessful in the past, we will always be unsuccessful. In other words, we continue to see a barrier in our heads, even when no ‘real’ barrier exists between where we are and where we want to go.

IT’S THAT TIME! 07/24/2017

On Saturday, July 22nd, we will be updating the Kronos System to Service Pack 13. This update will apply to the Kronos Version 8 that we are currently using, but the newer service pack will eliminate some errors that have been identified in the system. There are only a few changes that you will notice:

1.       Kronos will be completely Java-free!

2.       In addition to the “Totals” and “Accruals” tabs at the bottom of the timecard, there will now also be tabs to view “Historical Corrections” and “Audits”, just as they could be viewed in the old version of Kronos.

cid:image003.png@01D2FA63.CC5A1E10

3.       The screen to update or add labor level sets will look different because it will no longer use Java. However, this means that labor level sets can be updated directly from the People Editor moving forward. I have attached a step-by-step document on how to navigate the new screen.

We hope that this update will fix many of the issues we have encountered in Kronos Version 8. Please let us know if you have any questions or concerns moving forward.

Amanda Ganger: aganger1@uga.edu (706-542-6975)

Christy Coddington: ccodding@uga.edu (706-542-6971)

Payroll Front Desk: payroll@uga.edu (706-542-3431)

Driving Much? - July 14, 2017

The fiscal year 2018 General Liability Insurance Identification Card is now available on the University of Georgia (UGA) Insurance and Claims Management website: Georgia Liability Insurance Identification Card FY2018. The coverage date is July 1, 2017 to June 30, 2018.  Please print and place a copy of the Auto Liability Insurance Card in each state vehicle.  You may also provide a copy of the card to employees who drive personally owned or rental vehicles while on official state business.  

Below are a few reminders if an accident occurs.

  • Report all accidents within 48 hours to the Claims Center regardless of who is at fault. 
  • Reporting of an accident is required and applies to all accidents involving state vehicles and/or involving state employees operating personally owned or rental vehicles while on official state business. 
  • The Claims Center 24 hour toll free number is 1-877-656-7475. Time is of the essence; please do not delay reporting the claim because you do not have all of the information or the police report; additional information or updates are acceptable at any time. The Claims Center will assign each accident a report number.
  • Please contact or email Vance Silcott, UGA Insurance and Claims Manager, with your Claims Center report number.

The Georgia Department of Administrative Services (DOAS) Risk Management is responsible for the safety education of all state employees that drive on state business. Please view the two videos, Auto Liability and Driving Do’s and Don’ts at DOAS Risk Management Education and Training.  Scroll down to the Areas of Focus section to locate the videos. To ensure the University of Georgia is receiving credit as an institution participating in safety education, we encourage all new and experienced employees to view the videos as new training or as a refresher. Be sure to register your participation and provide feedback or comments about the videos.

During the participation registration process, you will be prompted to enter a parent agency and division.

1)From the parent agency drop-down list, select Regents, Board of 

2)Type in University of Georgia as the Division. 

If you have any questions about Auto Liability, please contact Vance Silcott at vsilcott@uga.edu or 706-425-3083.

DEMO Day for OneSource - 6/30/2017

You are invited to attend UGA’s OneSource "Demo Days” to preview portions of the PeopleSoft Finance and Human Resource and Hyperion (budget planning) systems, ask questions and provide feedback. Please share information about Demo Days with faculty and staff in your unit who might be interested in attending. Demo Days will consist of four identical sessions repeated over two days.

Attendees will sign up for one of the four time slots, either morning or afternoon on one of the two days.

There will be nine presentations, each in its own room. Each presentation is a “working demo,” not to be taken as the final product. Each demo will repeat every 20 minutes. Attendees can alternate through rooms, either attending all presentations in a round-robin fashion or attending just specific topics of their choosing.

When:             Session 1:  August 30, 8:30 a.m. – 11:30 a.m.

                        Session 2:  August 30, 1:30 p.m. – 4:30 p.m.

                        Session 3:  August 31, 8:30 a.m. – 11:30 a.m.

                        Session 4:  August 31, 1:30 p.m. – 4:30 p.m.

              

              Check-in begins 30 minutes before session start time.

How: If you would like to attend one of these sessions, please RSVP at Demo Days RSVP by August 11.

Who: All faculty and staff are encouraged to attend demo days. Please share this information in your unit.

Where: Georgia Center, Room K/L

What:

•          Faculty Self Service

•          HR Manager Self Service

•          HR Employee Self Service

•          Payroll, Time and Approval and Leave Requests

•          Purchasing and Paying for Goods and Services

•          Travel Expenses

•          Planning and Managing Budgets

•          How much do I have to spend?

•          Managing My Work: WorkCenters

Demo Days will also be held at the Tifton and Griffin campuses in September. Additional information on the specific dates and times will be forthcoming.

Please note, Demo Days are not training sessions. They are designed to give UGA faculty and staff a “sneak peek” at some of the new system functionality. Formal training opportunities will occur in advance of the Hyperion and PeopleSoft “go-live” dates, which will occur starting in 2018.

UGA’s OneSource project is a comprehensive business transformation project to adopt leading business practices, align our systems with those used by the University System of Georgia, and to utilize a new finance and human resources administration system that is integrated, efficient, modern, and supports data-driven decision making.

Please feel free to contact UGA's OneSource Project (onesource@uga.edu) if you have any questions or if you would like to submit any suggestions or recommendations. We appreciate your input and know it will benefit this project. For more information on UGA’s OneSource project, please visit onesource.uga.edu

New Lease = Easy 6/8/2017

As the end of the fiscal year draws near, the time has come again to renew the copier leases across campus for the next fiscal year. The UGA Procurement Office looks forward to providing you with continued support and assistance with these yearly copier lease renewal purchase requests. It is recommended that you complete these lease renewals as soon as possible, so that any errors can be adjusted to avoid inaccurate billing by vendors in the future. An example of a properly completed “Yearly Copier Lease Renewal” form can be found at the following link: http://www.busfin.uga.edu/procurement/pdf/CopierLeaseRenewalExample.pdf
 
If you need guidance or assistance please contact:
 
For departments #001-241, email Tina Brown at tinabrown@uga.edu.  
For departments #241 and above, email Chris Versola at cversola@uga.edu.

Important Reminders:

  • ALL copier purchase requests must be issued via one of the copier forms on the UGAmart homepage. Please make sure to choose the correct form (New Lease, Lease Renewal, Purchase, or Maintenance Agreement).
  • Make sure you change the Accounting Date on your purchase requests to 7/1/2017 to apply the order toward your FY18 budget.
  • If you receive an automated reminder from the vendor via phone, email, or in the mail telling you to call them or email them to set up a lease renewal, please do not reply to them. All of UGA’s copier lease renewals are completed through UGAmart and sent by Chris or Tina to the vendor.

CHANGING YOUR MINDSET --- Tune out the critic outside and the critic inside! 5/12/2017

https://www.youtube.com/watch?v=fviFNrWKzZ8

OneSource, PeopleSoft and Hyperion is a total mindset change for UGA.  It will be challenging but worth the effort.

We will go over our preliminary new chart of accounts in our monthly staff meeting next Thursday.  I would like to encourage you all to attend the upcoming Budgeting Public Form on June 15th.

We invite you to attend a short preview of the Hyperion Planning & Budgeting Forecasting Solution. The purpose of this forum is to provide those with a budgeting role with an initial idea of how budgeting will work in the new system. Please share this opportunity with others in your unit who will be involved in budgeting (details below).

When:              Thursday, June 15 from 10:00 a.m. – 11:30 a.m.
Where:            Miller Learning Center, Room 148
What:              If you would like to attend the session in person or online, please RSVP at:   Budgeting Forum RSVP

OR

Join us via a live Collaborate web session at Budgeting Forum

Traveling this Summer? 04/27/2017

As we approach the summer months when traveling increases for various University activities, we would like to help travelers follow the State Travel Policy regarding the use of online booking services.  Even though the University received an exemption allowing the use of online booking services, such as Airbnb, VRBO, and others for international travel, the State Travel Policy still prohibits the use of these online booking services for domestic travel.  Please remind travelers about the changes to the State Travel Policy.  Please direct any question to Andre Simmons at asimmons@uga.edu.  

HR Website Changes 4/19/17

For technical and infrastructure reasons, HR is in the process of moving our website to a platform that will be supported by UGA IT staff.  In the past few weeks, we have recreated the HR site on the new platform to look and behave like the site on the current platform. Hopefully, the site will look identical to the current site and it will be easy to find the information you want.

Although the main website URL will remain http://www.hr.uga.edu, most pages on the site will have new web addresses, which will affect users who have bookmarked any current pages.

This change is scheduled to occur Friday afternoon, April 21. On the following Monday, you may wish to review pages on your unit sites that contain links to pages on the HR site.

We regret any inconvenience this may cause and hope the change will be smooth and transparent to most users. If you notice any broken links on the new HR site, please email me (becky.lane@uga.edu) or Denver Porterfield (denver@uga.edu). 

Who needs a super chicken in their organization? 4/12/2017

Interesting TED Talk on “Forget the pecking order at work” by Margaret Heffernan.

TED Talk _ Super Chicken

Student Workers 4/5/2017

Changing from STUWK to LBCLR and vice versa

Students who work 20 hours or less while attending classes are exempt from Social Security and GDCP deductions and should be paid as STUWK.

Any pay a student receives while not attending classes, except as noted below, is subject to Social Security and GDCP deductions and should be paid as LBCLR.

Failure to follow these guidelines may result in inappropriate deductions for students and missed deductions for employees.  Please monitor these situations very closely to ensure that the University meets Federal taxation requirements.  Also be aware that the short title in Kronos should always agree with the most recent personnel report.

Dates for changing STUWK to LBCLR or LBCLR to STUWK are as follows:

(Note: do not use July 1 for changes)

Summer Semester 17: 5/11/17 Last working day of Spring Semester is 5/5/17 so we use the start of the pay period with the most days as LBCLR

Fall Semester 17: 8/3/17 First working day of Fall Semester is 8/7/17 so we use the start of the pay period with the most days as STUWK

Spring Semester 18: 1/4/18  First working day of Spring Semester is 1/1/18 so we use the start of the pay period with the most days as STUWK

* No change is necessary between Fall and Spring Semester or between

Spring and Maymester if the student is enrolled for the next semester.

** A transfer (not terminating) personnel is required when changing from STUWK to LBCLR and vice versa.

*** A student must be registered for at least 6 hours (halftime) in order to be paid as a student. A student should not be paid LBCLR if he is halftime or more and should not work more than 20 hours per week.

CHANGE CHAMPIONS - OneSource 3/31/2017

Several of you have asked me how you can help FACS get ready for PeopleSoft implementation. 

Start talking about it, attend public forums, and check OneSource the website for updates is a great start.  Checkout this video. https://www.ted.com/talks/derek_sivers_how_to_start_a_movement

We learned yesterday in a Change Champion meeting that people go through 5 steps for changes.

ADKAR

  1. Awareness                         Recognize need for change and understand nature of change.
  2. Desire                                   Support, participate and engage in the change.
  3. Knowledge                         How to change? How to adopt new skills and behaviors.
  4. Ability                                  Implementation and demonstration of the change.
  5. Reinforcement                 Sustain the change and increase competency.

Retire and Rehire 3/24/2017

Retire/rehire paperwork is due to Dean Fox in April 10, 2017.  Please remind your supporting unit head. Below are links to the forms.

Finance and Administration E-newsletter 3/3/2017

The February 2017 issue of the Finance and Administration e-newsletter, The Advisor, is now posted at the following link: https://fanda.uga.edu/sites/default/files/pdf/baa/TheAdvisor_February2017.pdf

Please feel free to share with colleagues.

Your BRAND – this is how people think and describe you when you are NOT around 2/14/2017

Some questions to ask yourself:

  1. What are your self-impressions?
  2. What would people say about you?
  3. What do you wish you heard about yourself?
  4. What are misconceptions that people have about you?

It takes 7 seconds for someone to have 11 impressions about you!  Your physical presence (how you walk, stance, how you look, etc.) composes 55% of impressions.  Your voice (tone, language, accent, etc.) composes the next 38% so that leaves only 7% of what you say (content) to complete impressions.  Amazing, huh.

Remember, impressions lead to assumptions and this may or may not be what you desire. So be intentional regarding your brand.

Here are some tips to be intentional about your personal brand:

  • Strong stance and physical presence
  • Be confident (focused, composed, knowledgeable)
  • Be committed (passionate, energetic, involved)
  • Be connected (engaged, honest, sincere, approachable)
  • Be aware of the words you use (people may forget what you say but they will always remember how you made them feel)
  • Okay to draw lines at work to preserve personal life and interests
  • Own your calendar!

New Years 1/6/2017

The New Year is a good time for refreshers.  One good refresher is the University’s standard work week and time away from work guidelines and policies.  Here is a link to the full policy:

http://policies.uga.edu/FA/nodes/view/1109/Hours-worked

http://policies.uga.edu/FA/nodes/view/1111/Time-away-from-work

Brief Highlights:

  • Standard work week is Monday through Friday from 8am to 5pm with an hour lunch break.  Alternative schedules must be pre-approved by direct supervisors.
  • If you work more than 6 hours in one day, you must take at least a 30 minute break off the clock.
  • Annual leave must be pre-approved and approved based on the business needs of the individual unit.
  • As a curtsey, you should communicate to the team(s) that you support for any planned time away from work (this includes the BFO).
  • Leave forms must be submitted within 10 business days of the absence.
  • Telecommuting can be utilized ONLY if there is a business need, pre-approved and it benefits the individual unit and the University.
  • As we approach the flu season, please be considerate of yourself and others and do not return to work until you are “fit” for duty.  Also, it is your responsibility to take appropriate measures to avoid infecting other employees including staying home to recuperate.
  • The University does provide 8 hours of educational support leave each calendar year. This can be used to attend graduations, teachers conferences, etc.
  • The University does provide inclement weather leave in the event that UGA is closed. This does not impact employees on previously approved sick or annual leave.
  • The University has a new shared leave program.

New P-Card Policies 12/8/2016

On December 1st, the Office of Planning and Budget (OPB) and the State Purchasing Division (SPD) issued a new Statewide Purchasing Card (p-card) Policy. State entities were given the opportunity to provide comments prior to finalization of the policy which UGA did in coordination with other University System of Georgia institutions and formed a UGA p-card working group with representation from a broad range of departments who utilize the p-card.  The new policy mandates that UGA have a p-card plan which will require approval by SPD and OPB.  This plan must include various aspects related to p-card management and controls including: a plan to reduce the number of p-cards, justification of the need for each cardholder or job class, and any requested policy exceptions or exemptions.

Additionally, the new p-card policy involves changing the single transaction limit of the p-card and the nature of the purchase.  The policy only allows p-card usage as follows:

Pre-Approval Required?

Dollar Value

Nature of Purchase

No

Under $1,000

Unplanned, non-routine, urgent

Yes

$1,000 and above

Unplanned, non-routine, urgent

Yes

$.01 to $4,999

Planned, routine, non-urgent

Opportunity for Review, Feedback, and Information Needed:

UGA’s Procurement Office realizes this latest policy will have an impact on how the p-card is used to conduct purchasing in an efficient manner. As referenced above, Procurement has already formed a p-card working group to identify opportunities to reduce the number of p-cards and areas where exceptions will be requested.  The requested exceptions could include areas where the new policy could hinder operations based on job classes of cardholders.  As part of the effort to reduce the number of cardholders, we have identified areas of spend that could be removed from the p-card and transitioned to UGAmart or check requests.  

As we develop the p-card plan, we are requesting feedback in the areas mentioned below and ask you to review the attached documents for items 1 & 2.

  1. Potential Exceptions for Cardholder Categories (attached) – Please review these areas identified for a requested exemption/exception and let us know of other broad areas that may require a requested exemption/exception within UGA’s p-card plan.  Provide an explanation for the suggested addition.  If you believe the current categories overlap too much, or you can strengthen the explanation, or you have other concerns, please provide suggestions for improvement and revision. 
  2. Removing/Retaining Spend Areas on P-card (attached) - Please review the spend areas and provide feedback if you foresee problems with handling any of the spend categories in the identified alternate purchasing method of PO and/or check request.  Please provide feedback justifying any area that is remaining on the p-card.
  3. Please review and consider the need for existing cardholders and if you identify a card that is no longer required/needed, please submit the p-card change request form so we may take action to cancel the card.  The change request form is available at http://www.busfin.uga.edu/forms/pcard_change.pdf
  4. In a few weeks, departments will receive a list of cardholders for which you will need to provide a justification for each card and whether the card falls into one of the areas identified as potentially needing an exception.  Single transaction limits and monthly credit limits will also be reviewed at this time to ascertain if historical use supports the limits assigned to the card.  If you would like a list in advance, please email Annette Evans and Dawn Cowart at amevans@uga.edu and dcowart@uga.edu.