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.
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:
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.
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.
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.
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.
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.
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: email@example.com (706-542-6975)
Christy Coddington: firstname.lastname@example.org (706-542-6971)
Payroll Front Desk: email@example.com (706-542-3431)
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.
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 firstname.lastname@example.org or 706-425-3083.
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
• 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 (email@example.com) 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.
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 firstname.lastname@example.org.
For departments #241 and above, email Chris Versola at email@example.com.
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
Join us via a live Collaborate web session at Budgeting Forum
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 firstname.lastname@example.org.
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 (email@example.com) or Denver Porterfield (firstname.lastname@example.org).
Interesting TED Talk on “Forget the pecking order at work” by Margaret Heffernan.
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.
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.
Retire/rehire paperwork is due to Dean Fox in April 10, 2017. Please remind your supporting unit head. Below are links to the forms.
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.
Some questions to ask yourself:
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:
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:
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:
Nature of Purchase
Unplanned, non-routine, urgent
$1,000 and above
Unplanned, non-routine, urgent
$.01 to $4,999
Planned, routine, non-urgent
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.