Faculty and Staff Guide | University of Georgia (2024)

For Faculty & Staff:
UGA faculty and staff should use OneUSG Connect for several employee processes, including:

accessing pay stubs
requesting leave
approving time

As faculty or staff, you will access most of your information through the OneUSG Connect Employee Self-Service page. Click button below to access page.

For HR Professionals:
If you are an HR professional, please see our page for HR professionals.

FAQs:

General Questions
Payroll
Requesting and Approving Leave
Time and Attendance for Non-Exempt Employees
Benefits
Job Codes
Campaign for Charities
Affiliates
- Renewing an Affiliate

General Questions:

Bi-weekly employees are paid every other Friday.
Academic and Monthly employeesare paid on the last business day of the month even if the last business day of the month is a UGA holiday.
On your pay date, you will be able to log in to OneUSG Connect to see your paystub.
Onboarding processes completed within OneUSG Connect include: direct deposit enrollment, W-4 elections, tax exempt acknowledgement (if applicable),W-2 Electronic Opt-In, etc.

Nearly all human resources and payroll processes as both a supervisor and employee use OneUSG Connect. For example:

Most leave will be initiated by the employee and approved by supervisors in the system.
Employees canuse “employee self-service” for certain functions, such as to update direct deposit and W-4 information.

ArchPassis required for the new OneUSG Connect System and OneUSG Connect Benefits.

ArchPass: UGA’s two- step login isrequired for the new OneUSG Connect System.
For more information on Archpass, visit archpass.uga.edu.

All UGA employees have a University System of Georgia (USG) Employee ID number. This allows for a unique identifier and will follow employees if they move from one USG Institution to another. This is a sequentially assigned number across all USG institutions. This Empl_ID is in addition to an employees Federal SSN and UGAID (81x).

OneUSG Connect uses delegation to set up alternative approvers. Users can select specific approval tasks to be delegated to another user for a period of time. This covers both reported time approvals, absence request and MSS transaction approvals (Termination, for example). Delegating approvals will remove the ability for the user to approve those transactions as well as transfer any outstanding approvals to the proxy to work. The delegation can be set for a period of time, can be revoked by the delegator at any time and is trackable by the department system managers (initiators) via a query.

If I’m a Manager, or Time & Absence approver, and I plan to be out of the office (vacation, FMLA, etc.), how do I designate another person in my role while I’m out?

The training materialsinclude instructions on how to assign a delegate (someone in my role while I’m out) for a date range, how to cancel a delegate, how to approve acceptance of delegation, and who I can select to be a delegate for me.

If a Manager or Time & Absence Approver is out of the office unexpectedly (sick, hospital, death, etc.), can someone else assign a delegate if I cannot request myself?

No, only the person who is delegating can initiate the delegation process. That being said, if it was a dire emergency, reach out to OneUSG Connect Support toinquire about alternative options. This would be in extreme circ*mstances and most likely evaluated on a case-by-case basis with the solution be specific to each case.

Making systems like OneUSG Connect and UGA Financials accessible from the internet carries a certain amount of risk which must be balanced with accessibility by all users of that system. The employee portion of OneUSG Connect is accessed by employees across all of the USG institutions. UGA Financials is accessed only by UGA employees and can therefore utilize additional internal layers of security. This provides us the best possible protection from serious cybersecurity risks including data breaches as well as ransom attacks which could cripple the system and disrupt daily financial operations. You can access UGA Financials from the UGA campus network or login to the Remote Access VPN before connecting.

Payroll:

Non-Exempt (paid hourly/biweekly):Work weekis Sunday through Saturday. Pay days are every other Friday.

Exempt (paid monthly):Pay dateis the last business day of every month. This applies to faculty and staff.

You will not receive an email when your paystub is available, butyou will be able to log in to OneUSG Connect to see your paystub.

All employeesare required to use direct deposit to receive their paychecks within 30 days of hire. Exceptions will be made for the following:

Federal Work Study students:Federal Work Study students without direct deposit can receive a paper check. These checks will be issued by mail and printed by Wells Fargo.
Unbankable employees: Employees without a bank will need to submit a request to UGA Payroll to be exempted from direct deposit. Once approved, they will be paid using a pay card.

Yes. You can elect to have your paycheck directly deposited into a maximum of 6accounts.

If you have more than one bank account, you will need to indicate a balancing (primary) account.

Off cycle checks arepaid on Fridays, in between the scheduled biweekly pay days, and will be directly deposited into your account.

For details about summer faculty payroll, visit the summer pay website and payroll calendars website.

Employees paid monthly will receive only one paycheck for both regular, Academic May payroll and Maymester summer school payroll.

Information about Electronic W-2s in OneUSG Connect:

Please enter your consent for electronic W-2 delivery through OneUSG Connect Employee Self-Service.
When W-2s are available, you will be ableto access your W-2through the OneUSG Connect Employee Self-Service site.
If you do not choose electronic delivery, your W-2 will be mailed to you.
If you leave UGA (termination or retirement), you will NOT be able to access your W-2 through the OneUSG Connect Employee Self-Service site, if you consented for electronic delivery. Before leaving UGA, be sure to go into OneUSG Connect Self-Service and remove your consent for electronic W-2. If not, OneUSG Connect Support If not, OneUSG Connect Support will remove the consent on your behalf and will send the W-2 via mail.

Entering your consent for electronic W-2 in OneUSG Connect:

Go to OneUSG Home page and click on Employee Self-Service at top of screen
Click on Taxes tile
Click on W-2/W-2c Consent
The W-2/W-2c Consent Form page will show current status of No consent received or Consent received.
Check the box to add your consent or withdraw your consent.

The bank account that is designated as the balance account for an employee’s payroll direct deposit in OneUSG Connect is also used by the Financial Management System as the direct deposit account for employee travel and expense reimbursem*nts. Expense reimbursem*nt bank account data may not be updated in the Financial Management System.

Information regarding sign-off dates is available on the Payroll Calendar.

Information on how units can submit off cycle requests is available here.

The link to the full Summer Payroll Instructions is available here.

The information regarding requesting and processing supplemental pay can be found here.

Requesting and Approving Leave

All faculty and staff submit leave requests online through the Absence Management Module on the OneUSG Connect Employee Self-Service site.

You will receive a notice when your leave has been approved, denied or pushed back for more information.

If you are an exempt employee, your manager must approve your leave in order for the time to be deducted from your leave balance.

If you are a non-exempt employee, your manager must approve your leave in order for you to be paid for your time off. If they do not approve your leave, you will not be paid for that leave.

If you are a manager or supervisor, you will be able to approve or denyleave requests through the Absence Management Module on the OneUSG Connect Employee Self-Service site.You will also be able to "push back" on a leave request and ask for more information before approving or denying it.

Time and Attendance for Non-Exempt Employees

Time can be entered through the Kaba clock (TCP Clock after October 1st), the PeopleSoft web clock or by typing your time in your timesheet in the OneUSG Connect Employee Self-Service site.

You may also enter time as "pay from schedule." To do this, follow this training tutorial.

Pay from schedule hours will be recorded as "elapsed time," which will be the total number of hours you worked that day.

If you have any holidays or leave scheduled for that pay period, you will not be able to select "Apply Schedule," and you will need to enter your time manually.

Once you submit your time, it is considered approved by you. No further action is necessary.

Managers or Departmental Time Administrators will approve employee time.

When you clock out for meals, you need to select the type of punch you are performing. Options will include a "meal" for when you take a lunch or dinner break. Some employees may automatically have a meal break deducted each day.

Leave and absence requests are made through theOneUSG Connect Employee Self-Service site and these will automatically go onto your timesheet.

Non-exempt employees: If your leave is not approved by your manager, you will not be paid for this leave.

Managers who are designated as a Reports To or a Time and Absence Approver will log into OneUSG Connect to approve leave and absences for their employees as often as desired. All timecards must be approved by the supervisor prior to the deadlines described in the practitioner payroll processing calendars.

Employees do not need to approve their own time. Once they submit their time, it is considered approved by them.

In OneUSG Connect, the day breakis the “Begin of Shift.” This means that all hours worked are attributed to the day that the shift began. (example: an employee works from Saturday at 10pm through Sunday at 8am. In OneUSG Connect, 10 hours are worked on Saturday).

This could have an impact on overtime.

Reported Time – When time is entered by the employee or manager, it is in a ”Reported Time” status. These are the actual hours worked.

Time Administration – A process that runs every 2 hours to convert Approved Reported Time into Payable Time. Reported Time only becomes Payable Time once it has been approved.

Payable Time shows the rules that have been applied to Reported Time. In Payable Time you will see overtime or comp time, shift differentials, auto meal deductions, and all exceptions that may have generated.

Exceptions are alerts that may exist in Payable Time. Having an exception doesn’t mean that there is an error, it is just alerting you to something abnormal on the timesheet.

High Exceptions need to be resolved in order for the time to be paid. Example: invalid punch order or incomplete punch.

Medium/Low Exceptions can either be resolved, or allowed by clicking the “allow” button on the Manage Exceptions page in the Team Time Tile.

Managers will need to review and manage exceptions for their biweekly employees.

When an exception is resolved by updating the timesheet, the time will need to be approved again and Time Admin will need to run before the exception icon goes away.

In OneUSG Connect, the employee chooses the punch type when clocking in or out. These options are In, Meal, and Out.

For employees who are given an auto meal deduction, the Reported Time will not reflect the deduction. This deduction will show in Payable Time.

Exceptions
- If an employee works through lunch, the manager will need to add a line on the timesheet and add the time back as “REG” with a comment that the employee worked through lunch.
- If an employee is set up with an auto meal deduction, but they clock in/out for lunch, the deduction will still be removed from the employee’s shift. Managers should be aware of this when approving time and add that hour back.

No. Pay From Schedule is recorded as Elapsed Time, total number of hours each day, so auto meal deductions are not needed.

Pay From Schedule is available in OneUSG Connectfor select positions per department.

To report time using Pay From Schedule, follow this training tutorial.

If the employee does not log into to apply schedule, there will be no hours populated on the timesheet.

Yes. When clocking in, you will need to press “job Selection” and select the job you are clocking in/out for. If you do not do this, your punches may flow to the incorrect timesheet.

Yes, the Kaba Clock will record punches even if it is offline. The punches will be stored on the clock and sent to your timesheet in OneUSG Connect as soon as the Clock comes back online.

No; once enrolled in a clock, all you have to do is place your finger onto the biometric scanner.

Please speak with your supervisor to confirm your time entry method.
Addtitional information on entering time is available here.

Check with your supervisor to verify what your time entry method should be.

Rounding is based on 6 minute rounding rules per punch. The rounding is applied to each punch, not to the daily total.

In OneUSG Connect, "Reported Time" does not have any rounding applied to it yet. Once the time is approved, the "Payable Time" will reflect the rounding.

For example, "Reported Time" is 7.27, but the "Payable Time" may be 7.2. We recommend that time approvers approve the "Reported Time," then return to the timesheet after "Time Admin" runs to also validate the "Payable Time."

Holidays are not pre-loaded into OneUSG Connect because if there are any changes in Job Data or eligibility, there is a risk that holiday hours will be paid to an employee in error.

Each holiday is loaded into the Time and Labor module within OneUSG Connect closer to the pay period that includes the current holiday.

Benefits

You will be able to enroll in, view and update your benefits through OneUSG Connect Benefitsfrom either the OneUSG Connect Employee Self Service portal or from the HR Benefits website.

Your departmental HR professional should notify UGA Central HR as soon as possible before your transfer toanother USG institution. This ensures a smooth transfer of your benefits.

Your last day of work at UGA should be the day before your first day of work at the new USG institution, including Saturdays and Sundays.Annual leave may be used to bridge any gap between your last day of work at UGA and your first day of work at your new USG institution.

As a terminated employee, you will have benefits during the month of your termination, and premiums will be deducted from your pay.

Yourtermination date is the first day you are inactive, not the last day you worked.

For example, if you want your last day of work (active employment) at UGA to be June 1, your termination date should be June 2, regardless of the day of the week these dates fall on.

Reviewing and/or changing your 403b or 457b contributionscan be done from the OneUSG Connect Benefits website.

Additional information about these retirement plans can be found on the UGA Human Resources website.

If you need further information, please reach out UGA Human Resources at 542-2222 and speak with a Benefits Consultant.

Job Codes

UGA Job Classificationsare collapsed into USG Board Job Categories (B-CAT) infrastructure and uploaded to the new HCM. USG B-CAT is prescribed based on job classification and reports to data. All UGA employees currently have a USG Job Category (B-CAT) assigned in the HR legacy systems. This B-CATis called the UGA Job Code in OneUSG Connect.

Job Code Information:

Student Workers will all usea non-exempt UGA Job Code.
Graduate Assistant job codesare determined based on nature of work.
The UGA Job Code for administrative positions are determined by reports-to data and employees supervised based on USG B-CAT definitions.
Some elements of current UGA job classifications, such as “part-time”are a separate HCM data element.

Faculty UGA Job Codes will be assigned as follows:

Academic Ranks: Will not see a change.
Academic Professionals: Academic professional rank levelare captured in a separate field within the Manage Faculty Events section of the HCM.
Administrative A: There will not be a job code for Administrative A, administrative faculty without rank. Instead, the UGA Job Code will align with the USG Job Category for the administrative position held (ex. Vice President).
Administrative Faculty with Rank: The faculty member’s rank (ex. Professor)is captured in a separate field within the Manage Faculty Events section of the HCM.
Clinical Ranks: Job categoriesare defined specific to clinical faculty ranks.
Lecturers: Lecturer rank levelis captured in a separate field within the Manage Faculty Events section of the HCM.
Librarians: Allare assigned the same job code. Librarian rank levelis captured in a separate field within the Manage Faculty Events section of the HCM.
Public Service: Allare assigned the same job code. The Public Service rank levelis captured in a separate field within the Manage Faculty Events section of the HCM.
Research Scientists: Allare assigned the same job code. Research Scientist rank levelis captured in a separate field within the Manage Faculty Events section of the HCM.

Your Official UGA Title is displayed in the UGA Online Directory.

Your UGA Job Code isdisplayed in OneUSG Connect.

You can find more information on Job Codes, including a link to current job codes, on the Human Resources Compensation site.

Campaign for Charities

Payroll deductions for campaign contributions can be processed by accessing the Make SCCP Contribution tile within OneUSG Connect Employee Self Service.

The deductions for bi-weekly employeesare split evenly between the first and second paycheck of each month.Deductions for monthly employees will be taken from each month's paycheck.

Contributions to the State Charitible Contribution Program can only be processed during the enrollment period each Fall.

Affiliates

USG Affiliates are not legal employees but perform work on behalf of UGA. Examples include: independent contractors, consultant, adjunct faculty, and dual-appointment faculty at a requesting institution.

Affiliates must be renewed annually by eitherOffice of Reearch (for visiting researchers & scholars physically on the UGA campus)or by the UGA OneCard Office for all others. For OneCard Office renewals, please download theaffiliate request form, obtain the required signatures (Dept Head & Dean/VP), and submit the form to the OneCard Office. There are a few options to submit these forms: (a) viaSendFilesto “ugacard”, (b) fax to 706-542-0070, or (c) hand-deliver to the OneCard office.

Non-paid Affiliates are not legal employees AND do not perform any formal work for UGA. Examples include volunteers and pre-hires.

In order for an affiliate to be processed in OneUSG, they need to meet one of the following access criteria:

OneUSG Connect HR System – If an affiliate must perform actions in OneUSG Connect (e.g., approve time) the affiliate would need access to OneUSG Connect.
UGA Financial Management System – If an affiliate needs to perform actions in the UGA Financial Management System (e.g., approve expenses), they would need access to the Financials System.
Banner System – If an affiliate needs administrator access to the Banner Student System (i.e., instructor of record), then they would need to processed through OneUSG Connect.

The following affiliate types have been determined to meet one of the criteria for an affiliate to be processed in OneUSG Connect. It is possible that these affiliate types may also include types of people who do receive pay from UGA Payroll. Whether they are considered a UGA employee or an Affiliate, the following will be processed through UGAJobs (and thus in OneUSG Connect).

Adjunct Faculty (including ROTC and Forestry)
AU Partnership Faculty and Staff
CAES Cooperative Extension Services
CAES – County Extension Staff (Non-Paid)
CAES – Time Approvers
Emeritus Faculty
Graduate Students
Interns/Externs
Postdoctoral Fellows*
ROTC Staff (all)
Students (non-employees) that travel

If other affiliates (e.g., consultants) meet the criteria stated in the question above, they will also be processed through OneUSG Connect.

* If your unit needs to process a postdoctoral scholar, please contact the Office of Postdoctoral Affairs within the Office of Research.

Affiliates who meet the criteria to be processed in OneUSG Connect in the question above, will need to be processed through UGAJobs.

Please send an email to hrweb@uga.eduor call 706-542-2222.

Contact the Office of Research at vrs@uga.edu or call 706-542-4750 for further guidance. You can also go to the Visiting Researchers/Scholars for information on procedures for Visiting Researchers/ Scholars. For research visitors others than Visiting Researchers/Scholars, please reach out to the applicable Research Office contact for more guidance.

Please visit the UGA OneCard Affiliates website for guidance on what form to complete to request a UGAID. You can also email ugacard@uga.edu or call 706-542-9226.

Please contact OneUSG Connect Support at oneusgsupport@uga.edu or call at 706-542-0202.

Last Modified:12/15/20