FAQs

GENERAL | PAYROLL | TIME & ABSENCE | TIME CLOCKS | MSS | SYSTEM RELATED | FACULTY | STUDENT

General

  • OneUSG Connect will be used by all University System of Georgia employees (faculty, staff and student workers).

  • Employees will use OneUSG Connect to record and submit time, access, review and update personal information including direct deposit, paystubs and benefits anytime, anywhere – by computer, tablet, even a smartphone.
  • Once OneUSG Connect is implemented, all employees will access the software securely with their established NetID credentials and password.
  • OneUSG Connect is intended to help an organization manage and support its workforce. It is the first priority of the OneUSG initiative.

    The major components of OneUSG Connect – payroll services, talent management, human resources management, time and attendance, and benefits administration – are unified and integrated into a single technology solution.

  • In order to efficiently and securely serve our students, faculty and staff, we must keep up with the changing technology demands. The existing HR payroll and benefits software is not able to meet the requirements needed to support our institutions. This change is in direct support of the Chancellor’s strategic imperative of accountability, efficiency and innovation.

    • It is easy to use and will automate current manual HR and benefits processes.  
    • It can be used on mobile devices and will allow employees to submit and/or approve leave time on the go.  
    • It delivers faster and more efficient responses to handle issues or answer questions, which will be available through the USG Shared Service Center’s centralized support.
  • By using the same software, standardizing policies and centralizing support, there is a reduced net cost to the USG, which is projected to be $1.1 million a year.
  • All employees will access the software securely with their established log-on credentials and password. If you are a manager/supervisor of other employees, you will be granted additional access within OneUSG Connect. After logging into the system, managers can switch between their role as an employee to manager using a drop-down menu.
  • The OneUSG initiative kicked off in early fiscal year 2015 and the project team included representation from all the campuses. Now, that the OneUSG system is ready for roll out to KSU in 2018, it is time to begin communicating with staff, faculty and retirees.
  • Institutions will begin transitioning to the new payroll system in July 2017. KSU will go live by April 2018. Campuses will continue to transition to OneUSG Connect into 2020 to allow for a controlled, measured process and to ensure as minimal-to-no disruption as possible for the campuses.
  • We are taking every precaution possible to ensure this transition occurs smoothly and does not negatively impact employees. However, in an abundance of caution, a special hotline will be established for employees to contact immediately if they believe they are experiencing any problems that could be related to OneUSG Connect.

    In addition, a specially created action team will be closely tracking the transition of benefits and payrolls systems to OneUSG Connect.  More information will be provided for specific questions and contact numbers closer to your go-live date.

  • Yes, it is.
  • March 25, 2018
  • Change Champions are listed on the KSU OneUSG Connect site at http://hr.kennesaw.edu/oneusg/
  • Yes, they have been informed. There have already been several meetings of that group.
  • No.
  • Yes, tutorials, training schedules, quick guides and job aids can be found at hr.kennesaw.edu/OneUSG
  •  

 Payroll

  • Yes, it will.

  • Occasional workers will continue to submit SPARS.

  • No. They will be issued by Peoplesoft.

  • Yes.
  • Managers will be able to go into Manager Self Service under “My Team” to see all information about their team including pay rate and leave balance accruals.
  • Yes.
  • Yes.
  • Yes.
  • If a manager does not approve requested time off, the employee will not be paid for those hours. The manager MUST approve all absences. If the manager does not approve time worked the employee will still be paid for that time and the hours will go into a "compliance" module where the manager will then be required to review/approve/correct time reported.
  • No.  Employees will have access to ADP Self Service for three years.
  • A communication regarding the pay period ending 3/23 will be sent out to campus and it will be paid on 3/30 via ADP.  This will include pay for all hours worked on Saturday, 3/24 as well.   The pay period beginning on 3/25 will be paid via PeopleSoft on 4/13/2018.
  • Once an employee "submits" their time in the system it is considered "approved" and is waiting for approval by the Manager.  If the manager does not approve time the employee will still get paid and the time NOT approved will go into a "compliance" module.  The manager must still approve the time even if it is after the fact. 
  • They will need to follow the dual employment process as before. GA Tech will not go live on this system until 2020.
  • Notifications will appear in the self service portal and payroll will also continue to send email reminders the day before time is due.
  • Yes, but there is an early payroll deadline of March 16 at 5pm for time worked in March. A copy of the early payroll deadline communication can be found here.
  • The Friday due date for time reporting will be changed to Saturday effective with the pay that ends on April 7th.   The pay calendars on the payroll website will be changed to reflect this additional day due to the change in the bi-weekly pay period.
  • No. Employees will have their self-service access to ADP for three years and will be able to get old pay statements and W-2s from there when they are needed.
  • They do a retroactive request for vacation or sick and the manager must approve it. Accruals and time will be updated accordingly.
  • The manager can either adjust it or do a pushback. Best practice is a pushback but time may not permit that in order to get the employee paid.
  • We are currently evaluating that decision and communication will go out once any decision is made. 
  • The decision will be made for all non-exempt positions. It is important that we are consistent in how we are handling similar situations. We are speaking to leaders in all areas of campus, and the cabinet will ultimately review the recommendation.
  • Individual institutions make the call on how they handle it on their campus.
  • The updated deadlines for approval are on the Payroll Web Site under Payroll Calendars.
  • Your direct deposit will come over exactly as it is now. If you wish to change the percentages or dollar amounts for the immediate future, you will need to fill out a new direct deposit form. The ability to make changes to existing accounts AND to add/delete accounts will be added with future functionality.
  • Decisions are still being made regarding comp time and overtime. Once a final decision has been reached, there will be significant communication regarding the new process.

Time & Absence

  • Yes, it will.

  • You can enter it via mobile device or upon your return.

  • Your manager will have access to do it for a certain time frame, after that HR will have to make the changes.

  • March 25, 2018
  • Yes.
  • Yes.  The request can be generated but if time is not available it will become uncompensated time.
  • Vacation and sick days will need to be re-requested in the new system.
  • No, there is no limit. 
  • After the first payroll for their pay group has been run in the new system.
  • Pay dates will remain the same.
  • Yes.
  • Employees using vacation or sick during the week of March 19th should enter them into eTime prior to Friday, March 16th.  Employees who are taking vacation or sick time during the week of March 26th should request that leave through the PeopleSoft Time and Absence request feature.  When their manager approves the time it will automatically be added to their time card.
  • No. Managers of non-exempt employees are required to review and approve the employee’s time card. If there is a question the manager can send it back to the employee for explanation.
  • If an employee is a comp time employee they record all hours worked. The system will calculate what hours are comp time when payroll is processed just as in ADP.
  • No. Managers need to review the employee’s time card. They will be notified if there is a missed punch.
  • There is a Query that can be run for any time period and show all absences and whether or not they have been approved.
  • He/she will need to make sure the new supervisor is aware of and approves the days off. The system will transfer the time off requests to the new department, however the employee should not assume the new manager is ok with them and that should be negotiated at the time of an offer to a new position.
  • The deadlines for approval have changed and they are updated on the Payroll website under Payroll Calendars.
  • The availability of accrued hours for new hires has not changed. The new hire will not have access to vacation until after the first paycheck has been processed.
  • Employees should not be working before they are in the system – even under the current system. Once they are in the system, they will have access to record time.
  • HR will have to look it up for you. It is recommended that managers pull their employee’s leave balances from ADP prior to the go-live with OneUSG.
  • Jury Duty is not based on an accrual. It is reported and paid as it is used. There is a 2-hour allotment for voting and 2-hours quarterly for blood donation. They do not count against vacation or sick leave.
  • If an employee is a comp time employee they record all hours worked. The system will calculate what hours are comp time when payroll is processed just as in ADP.
  • Yes. Payroll will attempt to contact managers who do not approve an absence request with a mail merge each morning.
  • The employee would need to request a cancellation of their vacation/sick request. Once approved the time goes back into their accrual bucket.
  • The employee would have to choose two different time off requests, one for each “reason” code. Say they wish to take a whole 8 hour day, and have 4 hours of comp time, they would do a request for 4 hours of comp time and then another for 4 hours of vacation time.
  • Video instructions for requesting time off is available on both the HR and Payroll web sites.

Time Clocks

  • A physical machine. The online log-in system is referred to as a web clock.

  • No, you will be able to use the tap feature on your currect ID.
  • No, schedules do not feed into time clocks.
  • Yes, the time clocks use tap-technology which will require you to have your physical ID in hand.
  • There is not currently a clock designated for KSU Center. 

Manager Self Service (MSS)

  • Only if that person has delegate authority to do so.

  • Not online, no. They will need to approve or deny based on whatever internal tracking mechanism they are currently using.

  • Yes, however it is called “delegate access” in peoplesoft.
  • Yes, they will.
  • If you know that you are under the wrong manager in ADP, please let HR know now so that it can be updated prior to conversion. If it is after conversion, HR can make the change in Peoplesoft.
  • Yes, whatever access you currently have in ADP will remain.
  • They are very different modules. The Employee Self Service module covers things an employee would need to know – direct deposit, how to view a pay check, how to change your address, or taxes. The Manager Self Service module covers management functions in the system -–how to approve time, how to make a change to a staff member, etc.
  • Managers will not be able to run their own reports. 
  • Delegations can be limited to certain approval levels chosen by the person giving proxy.
  • Managers will be able to see the accruals for the employees that report to them as well as those that report to managers below them.
  • No but the assigning manager can choose to take back delegation and assign it to someone else.
  • The supervisor should push back to the employee if they feel the timesheet is incorrect.  They should NOT edit the time of an employee without a discussion with the employee. 
  • No, approvals go to the supervisor and that is it.
  • Managers will be able to view accrual balances of the employees. Comp time is only earned when working extra hours which, by BOR policy, must be approved prior to working by the manager. So the manager can set the threshold by not approving the additional time to be worked.
  • A manager can delegate approval capability to another manager.  However, the approval should be someone who has firsthand knowledge of the person they are approving time for. 
  • Yes, they will need to delegate it back if it does not have an end date. 

System Related

  • No, you cannot. You need to navigate back and forth between tiles.

  • Not that we are aware of, no.

  • Mobile logins are accessed using NetID and password as single sign on. UITS sees no security concerns at this time.
  • Not individually, no. The feature is either on or off.
  • PeopleSoft will use single sign on, so there will not be a need for new log in credentials. Once the system is up, you will use your net ID and password to log in.
  • HireTouch will continue to be used for now.  The next phase of implementation will include the Talent Module.  This will likely be in late 2018 or early 2019. 
  • Employees will have access to ADP for 3 years for old W-2s and paystubs. 
  • Not at this time, no.
  • There is one approver with the ability to delegate to one person at a time.
  • The system uses single sign-on using your NetID and password.
  • Yes, it is and there are no Java requirements.
  • Yes.
  • No.  Employees will have their self-service access to ADP for three years and will be able to get old pay statements and W-2s from there when they are needed.
  • No. OneUSG has no effect or interface with TIAA.
  • We will look at having that included on an employee listing. Prior to that, the employee’s KSU ID number is on their card. You may have to ask them for it.
  • It will be accessed using the web browser.
  • Not at this time. That would be a global change for all Institutions. Possibly an “enhancement” request later.
  • This is being reviewed at this time. Stay tuned for updates!
  • Yes. You will be timed out after a certain time.
  • At the current time the limit is 5.
  • Every employee will have a calendar in the system.  It is important to ensure the calendar reflects the true schedule for employees, as time off requests are tied directly to this.  If you have an exempt employee who has a default schedule of M – F, 8 -5 and they actually work M –Th 7-6, the system will not allow them to request 10 hours of time for a vacation day.  Similarly, if they are in the system as M – Th, 8 – 6, and they request time off on Friday, the system will not allow that. 
  • The forms tile has not yet been configured. We are still in discussions as to what that tile will hold and what capabilities it will have. Stay tuned.
  • This has not yet been communicated. We will let campus know when we have an answer.
  • The schedule function is tied directly to absence management so it is important that it be accurate, as it will determine what an employee is and isn’t able to request.
  • It will show each employee, and will include their title and contact information on the main page. This will allow you to see at a glance their high level details, and then you can click on each one to get full details.
  • Breaks are not factored into the schedule. Just start and end times.
  • Yes, you will be able to see employees across the USG in the directory.

 Faculty Specific

  • Yes.

  • Part time faculty can enter their ACA hours up to 30 days after the pay period has closed so they no longer have to do it early.
  • No.

  •  All Faculty members will use OneUSG Connect to review payroll information, change tax deductions, review/change personal information, etc.
  • No, if you are not being paid by KSU, you do not need to attend the training.
  • This would continue the same way as it is currently. Since they are fully benefited they do not report the hours that they are teaching. It is not required by the ACA.
  • All benefited employees will be able to see their accruals. 

 

Student Employee Specific

  • Student employees will log in and out for each job so that the funds are properly allocated for each position.

  • If you currently use a time clock, you will convert to using the time clock tap feature in the new system.

  • Yes.

  • Due to Federal Work Study guidelines, time should not be estimated or entered for 3/17‐3/23 for Federal Work Study Students. Timesheets showing actual time worked for these dates should be submitted to payroll with proper approvals. This time will be paid on the April 13th pay date.

  • Student assistants will use the system the same as any other employee. They should plan to attend your departmental ESS training if possible. Multi-assigned students are better handled by the new system and is easier for both the student and managers.

  • Yes, student employees should attend the ESS training as it will cover how any employee will be able to review their paychecks, make changes to personal data, submit time, etc.
  • No, student employees only report time worked. Communication about absence requests should be open between students and managers.
  • It depends on how they are currently set up now. If they are using a time clock, they will have to tap in and out each time they come and go. If they are on a web clock, they will need to log in and out on the web each time they come and go.
  • Managers do not manage the 20 hour limit. That will be monitored by HR and Payroll via PeopleSoft queries.
  • Students can clock in on a mobile device. However, a manager does have the ability to determine the method of clocking for their staff members. The manager will have access to see what/how the employee clocked in.
  • No, the manager must fix it.
  • Employees do not “approve” their hours. The must submit them, and, if the pay period ends on Saturday they can submit their hours after that shift. Managers will have extra time to approve. Students can submit time from their phone, iPad, or other mobile devices.

 

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