Back to Top
Skip to Site Search Skip to Utility Nav Skip to Top Nav Skip to Left Nav Skip to Content
Close Main Menu

Transcripts - ESS 004-207

 

 

ES001.00: Introduction to Employee Self Service in OneUSG Connect

[music]

 

Welcome to this Introduction to Employee Self Service in OneUSG Connect.

OneUSG Connect is the University System of Georgia's HR and Payroll application. You interact with this new application through Employee Self Service.

In this video, we are going to give you a glimpse of the new application you will be using.

This short video is designed to give you a high-level overview of what you can see and do within the application. It does not go into full detail on how to do each task.

Once you get into OneUSG Connect, you enter Employee Self Service. To navigate within this application, you will use various tiles, drop downs and icons.

First, in the Navigation Bar, or NavBar which is at the top here, you can choose different selections from the drop down. All employees will have Employee Self Service and Benefits listed. If you supervise others, you will also see Manager Self Service in the listing. And Faculty Members will also see Faculty Data Self Service in the listing.

You can use the various icons as well.

This is the Home icon. Clicking this will take you back to your home page.

There is also a search icon and a notifications icon. The notifications icon will let you know if you have any alerts or actions required.

And then there is the Actions List icon. You can sign out through this icon.

The navigation icon allows you to access common pages or recent pages.

Most of your actions will be through the various tiles though.

The most commonly used tiles are Personal Details, Time and Absence, Monthly Schedule and Pay tiles.

Personal Details is where you can find your contact information and identifying information.

Through the Degrees and Certificates tile, you can enter your degrees, any licenses or certifications you hold, special language skills and honors and awards.

The Time and Absence tile is where you will review and submit your time, as well as review and submit your leave requests.

The Monthly Schedule tile will show you when you are scheduled to work, any upcoming holidays or scheduled time off.

Through the Pay tile, you can access your pay stubs.

The Paycheck Modeler tile allows you to calculate a hypothetical check by changing your earnings, deductions, or tax withholding status.

Through the Direct Deposit tile, you can make updates to your bank account or accounts where your paycheck is deposited.

The Taxes tile allows you to view your W-2 forms and update your tax information if needed.

Compensation history allows you to see how your compensation may have changed in the past.

The Company Directory tile allows you to search for others in your organization and get their contact information and org chart if needed.

The Forms tile is for future functionality.

And then finally, the Help tile open up a new tab to take you directly to Service Now if you need to submit a ticket for help.

When you are finished working in OneUSG Connect, you will need to sign out. If you do not formally sign out, you may encounter issues when you attempt to log back into the application.

And that is just a brief introduction to OneUSG Connect's Employee Self Service. Look for the specific "How Do I" videos to learn how to complete specific tasks within Employee Self Service.

[music]

 

 

ES004.01: How Do I Sign Out of the System?

[music]

Welcome to this video on signing out of the system.

In this video, we'll walk you through how to sign out of OneUSG Connect.

Signing out the application is an important security measure designed to keep all data, including your personal data, secure.

To sign out of the system, click the Actions List or Menu icon.

Then select Sign Out.

When you have successfully signed out, you will see the Logged Out page.

Please note that if you navigate away from OneUSG Connect to another webpage without signing out, you are still logged in.

And, if you close the browser without signing out, the system will log you off, but as long as you have one browser instance open, even if it is minimized, you are still logged into the system.

Therefore, for security purposes, always sign out of OneUSG Connect when you are finished working in it.

There is a lot of personal information about you within the system that you can access. Be sure to keep your information safe.

And this is how you sign out of the system.

[music]

 

 

ES010.01: How Do I Clear the Cache in IE?

[music]

Welcome to this video on how to clear cache in Internet Explorer.

Clearing the cache in your Internet Explorer (IE) web browser allows you to access the most up-to-date version of a page.

By clearing the cache, you are cleaning out any previously stored files or versions of a page. This is important for you to do when accessing Employee Self Service.

To begin, click the Tools icon after opening Internet Explorer.

Next, select Safety.

And then choose, Delete Browsing History.

Be sure that Temporary Internet files and website files is selected. You can select or deselect other checkboxes as you prefer.

Then, click Delete.

And that is how you clear cache in Internet Explorer.

[music]

 

 

ES010.02: How Do I Clear the Cache in Google Chrome?

[music]

Welcome to this video on clearing cache in Google Chrome.

Clearing the cache in your Google Chrome web browser allows you to access the most up-to-date version of a page. By clearing the cache, you are cleaning out any previously stored files or versions of a page. This is important for you to do when accessing Employee Self Service.

To clear the Google Chrome web browser's cache, select the Chrome menu icon.

Then click History.

Click the Clear browsing data button.

You can then select how far back you wish to clear the browsing data.

Be sure the Cached images and files checkbox is selected. Then click the Clear Browsing Data button.

And this is how you clear the cache in Google Chrome

[music]

 

 

ES010.03: How Do I Clear My Cache in Mozilla Firefox?

[music]

Welcome to this video on clearing cache in Firefox.

Clearing the cache in your Firefox web browser allows you to access the most up-to-date version of a page. By clearing the cache, you are cleaning out any previously stored files or versions of a page. This is important for you to do when accessing Employee Self Service.

To clear the web browser's cache in Firefox, first click the Menu icon.

Then, select Options.

And choose Advanced in the menu.

Go to the Network tab.

Next to Cached Web Content, select the Clear Now button.

And that is how you clear your cache in Firefox.

[music]

 

 

ES010.04: How Do I Clear My Cache in Safari?

[music]

Welcome to this video on clearing cache in Safari.

Clearing the cache in your Safari web browser allows you to access the most up-to-date version of a page. By clearing the cache, you are cleaning out any previously stored files or versions of a page. This is important for you to do when accessing Employee Self Service.

To clear the Safari web browser's cache you must first click Edit.

Then, select Empty Cache.

And click the Empty button to proceed.

And that is how you clear the cache in Safari.

[music]

 

 

ES010.05 How Do I Clear the Cache in Microsoft Edge?

[music]

Welcome to this video on how to clear cache in Microsoft Edge.

Clearing the cache in your Edge web browser allows you to access the most up-to-date version of a page. By clearing the cache, you are cleaning out any previously stored files or versions of a page. This is important for you to do when accessing Employee Self Service.

To begin, after opening Edge, select the More icon.

Then, choose Settings.

Under Clear browsing data, select the Choose what to clear button.

Be sure that Cached data and files is selected.

Then click Clear.

And that is how you clear cache in Microsoft Edge.

[music]

 

 

ES010.10: How Do I Get Help in OneUSG Connect?

[music]

Welcome to this video on getting help within OneUSG Connect.

When working in OneUSG Connect, if you find that you need assistance with an issue, there are a few ways that you can reach OneUSG Connect Support. This support center is staffed with professionals who can answer and research HR and Payroll-related inquiries.

First, you can always call OneUSG Connect Support at 1-877-251-2644.

You can also reach OneUSG Connect Support by sending them an email at sscsupport@ssc.usg.edu. If sending an email, be sure to provide as many details as possible related to your question or issue.

Finally, if you are current working in OneUSG Connect and realize you need assistance, you can do so directly from the application.

Wherever you see the Help tile, you can submit a ServiceNow ticket directly in the application. You can find the Help tile on the home pages of Employee Self Service, Manager Self Service, and Faculty Data Self Service.

Simply click the Help tile to open the ticket form. This will open in a new tab or window.

Enter your name and your business email.

Select your institution using the drop down.

Enter a brief subject about the assistance you are seeking.

And in the description, include as many details as possible.

Select the priority of your request and answer the last question, which proves the form is coming from a real person.

When finished, click Create Ticket.

Your request is immediately sent to OneUSG Connect Support, where they will be in contact with you to help you resolve your issue.

After submitting your ticket, return to the OneUSG Connect tab.

And remember to sign out.

And that is how you can get help with OneUSG Connect.

[music]

 

 

ES101.01: How Do I View My Personal Information?

[music]

Welcome to this video on viewing your personal information.

You can find a lot of your personal information within the OneUSG Connect application through Employee Self Service.

This video will show you where to access your personal information, as well what all it includes.

After launching OneUSG Connect, you can get to your personal information by selecting the Personal Details tile.

Here, on the left, you can see the various bits of information about yourself that resides in the system.

There is your home and mailing address page.

Your contact details includes your phone numbers and email addresses.

You can see what the system currently has for your marital status.

The name page shows what name you currently have in OneUSG Connect.

On this page, you can choose to select your ethnic group.

Your emergency contacts are next, where you can list multiple contacts.

And finally, the additional information includes items such as birthdate, social security number, and start date. If any of this information is incorrect, you should contact your Human Resources department.

And that is how you access and view your personal information in employee self-service. There are additional videos on how to update your personal details.

[music]


 

 

ES101.02: How Do I Change My Address?

[music]

Welcome to this video on how to change your address in OneUSG Connect.

Whenever you move, you need to update your address within OneUSG Connect. Your address is reflected on items such as your paycheck or payment advice, as well as your W-2 form.

After launching OneUSG Connect, select Personal Details tile from Employee Self Service.

Personal Details automatically opens up to the Addresses page. Here you can see that you have your home address. If your mailing address is different, you can add one here.

To change your home address, click within the address block.

The Address dialog box appears.

First, you will indicate when the address change should take affect by select the calendar icon.

The date you enter must be the current date or greater.

For our example, we're moving across town on the first of next month. If your change was done in the past, use the current date as the effective date.

Now, we can update the actual address.

First I'll click in the Address 1 field and select the X to clear the current value.

Then I can input my new street address.

My new address is still in Athens, but my zip code changed. So I'll clear that out and input the new one.

After making all necessary changes, we can select the Save button.

If you need to add a separate mailing address that is different from your home address, select the Add Mailing Address button.

You will input the mailing address just as you did with your home address. For this example, our home and mailing address is the same so there is no need to add it separately. We'll cancel to close this box.

And now you can see that our home address has been updated to reflect our changes but it has been submitted for approval. This is to make sure that it is updated in all appropriate locations.

Now you know how to update your address in OneUSG Connect.

[music]

 

 

ES101.03: How Do I Change My Phone Number?

[music]

Welcome to this video on how to change your phone number.

If your phone number changes, you can easily update it in Employee Self Service in OneUSG Connect. You can also add and delete additional phone numbers if needed. Please note that you will not be able to change the Main number listed, which is maintained by HR.

After launching OneUSG connect, select the Personal Details tile from Employee Self Service.
To change your phone number, select Contact Details.

Here we have a few numbers listed including Business, Home, and Main. Remember, you are not able to delete or edit your Main number.

Let's update our Home number. To update a number, click the row for that number.

This is actually a cell number, so we'll update the Type by selecting Mobile.

If needed, we can easily update the number by entering any changes. When finished, we'll click Save.

And now we can see our cell number.

If we want to add an additional number, we first have to click the Add icon.

When adding a number, first we'll select Type. For this example, let's select Home.

If you want to make this number your preferred one, you simply select the checkbox here. The system will remove the Preferred setting from the previous number selected as preferred.

Then, we can enter the number. Notice that we can enter it in without any dashes or parentheses. OneUSG Connect will enter it into the correct format.

And if you need to enter an extension, you can do so here.

Now, we'll click Save.

Notice that we have a new Home listing which is preferred. If you wish to delete a number, simply select its row.

And then choose Delete. Click Yes to confirm.

And notice that the mobile number is gone.

And this is how you change, add and delete phone numbers in your profile in Employee self Service.

[music]


 

 

ES101.04: How Do I Change My Email Address?

[music]

Welcome to this video on how to add an additional email address in OneUSG Connect.

Your email address is important in OneUSG Connect. You will often be emailed notifications when items have been approved or need your attention. This video walks you through working with your email addresses in Employee Self Service. Please be aware that you will not be able to edit or delete your Business email, as this is maintained by HR.

After launching OneUSG Connect, select the Personal Details tile.

You can find your email addresses under Contact Details.

Again, you are unable to make changes to your business email.

However, if you wish to add another email address, you just need to click the Add icon.

For email type, we'll select Home.

I want to leave our Business email as preferred, so I'll ignore this preferred checkbox.

And then we can enter our personal email address.

And we can then save our new address.

Now we have our business email and our home email.

If we decide we no longer want our home email in the system, we can delete it by first selecting it.

And then choosing Delete.

The system will ask if we are sure we want to delete it, and we'll answer yes.

And notice we're back to just our business email address.

Now you are aware of how to change, add and delete email addresses in your profile in OneUSG Connect.

[music]

 

 

ES101.05: How Do I Update My Emergency Contact?

[music]

Welcome to this video on updating your emergency contacts.

OneUSG Connect has a place for you to store emergency contacts. This allows your organization to notify those designated individuals in the event you experience an emergency.

From Employee Self Service, select the Personal Details Tile.

Then, select the Emergency Contacts tab.

On this page, we have multiple contacts listed. If you need to make any changes to a contact, simply click the entry.

You can update the contact's name and relationship.

If you wish to make this your preferred contact, select this checkbox.

Addresses will be listed here if you've entered one.

You can also edit or add phone numbers as needed. When finished, click Save.

Now, let's walk through adding a new emergency contact.

To add a new contact, click the Add icon, which is this plus sign.

We'll enter the name here.

Use the Relationship drop down to select the relationship type. For this example, we'll select spouse.

If you want to make this person your preferred contact, select this checkbox.

To add an address, we'll click the Add Address button.

If your emergency contact resides at the same address as you do, simply click the Same as mine checkbox. Your address fills into the fields. If they do not live with you, just enter the address details and click Done.

Now, let's add the phone number.

Again, you can choose Same as Mine if you share a phone number. For this example, we'll record this person's cell phone.

So for type, we'll select mobile.

And then we'll enter the number.

Add an extension if it applies. And then we can click Done.

Finally, click Save for the Emergency Contact.

As you can see, our Emergency Contact has been added.

To remove an emergency contact, simply click the contact you wish to remove.

Scroll down the dialog box and choose the Delete button.

The system will ask if you are sure you want to delete the contact. If so, click Yes.

And that emergency contact has been removed.

And that is how you update your emergency contacts in OneUSG Connect.

[music]


 

 

ES101.06: How Do I Indicate My Ethnic Group?

[music]

Welcome to this video on identifying your ethnic group in OneUSG Connect.

In OneUSG Connect, you can self-identify your race or ethnicity. The submission of this information is voluntary and refusal to provide it will not subject you to any adverse treatment.

The information that you report will be kept confidential and may only be used in accordance with the provisions of applicable laws, executive orders, and regulations, including those that require the information to be summarized and reported to the federal government for civil rights enforcement. When reported, data will not identify any specific individual.

From Employee Self Service, select Personal Details.

Then select Ethnic Groups.

To see definitions about the different classifications, click the appropriate Explain links.

Here, you can review the classification definitions. Click the close icon to close the pop up.

To edit your selections, click the Edit icon which looks like a pencil.

Select the appropriate radio button for the question "Are you Hispanic or Latino?"

And then select one or more selections to indicate your race. For this example, we'll update this selection to Asian and White. Note that you can indicate more than one race.

Then, click the Save button.

And your selections are saved in the application. Remember, this self-identification is voluntary.

And that is how you indicate your ethnic group in OneUSG Connect.

[music]

 

 

ES101.08: How Do I Change My Name?

[music]

Welcome to this video on changing your name in OneUSG Connect.

In OneUSG Connect, you can change the name that is stored in the system through Employee Self Service. Note that name changes must be validated and approved by your HR team. Contact your HR representative to determine the proper procedure for submitting the required documentation to support the name change request.

To begin your name change, select Personal Details from Employee Self Service.

Then, click Name.

To edit this, click the name entry.

In this example, let's say we got married two weeks ago and need to update our last name. First, we need to indicate when this name change took place. You can enter the date directly, or you can use the calendar icon to select the date.

We'll select July 15th.

The Name prefix is optional. To fill in this field, click its look up icon.

And choose the appropriate prefix.

Then, we'll update our last name. If you click in the field, the delete icon will show up in the field. So we can just click the x.
And we'll enter our new last name.

Name suffix is also optional. Use its look up icon to select one though.

Preferred First Name is also optional. We'll leave it as is.

And then we can click Save.

And notice that our changed name has been submitted for approval. You will need to contact your HR office to submit any required documentation to support this change.

And that is how you change your name within OneUSG Connect.

[music]

 

 

ES101.10: How Do I Add a Degree to My Talent Profile?

[music]

Welcome to this video on adding a degree to your talent profile.

In OneUSG Connect, you can add any of your advanced professional degrees to your profile through Employee Self Service. If you had your degrees recorded in ADP or other system, they have not been transferred to OneUSG Connect unless you are a faculty member.

To begin, click the Degrees & Certificates tile in Employee Self Service.

As you can see, there are degrees recorded yet. So we'll select the Add button.

First, let's enter when we acquired our degree. You can enter it directly or use the calendar icon to select it. We'll enter 6/6/2000.

For the degree, click the look up icon.

All sorts of degrees are listed. To help search for the right now, open Search Criteria by clicking on its expand icon.

And notice that the criteria has the operator of "begins with." Let's change this to contains so the search won't be as restrictive. To do this, click Show Operators.

And we'll use the dropdown in description to select contains.

And now you can enter your search terms in the description field. (Journalism)

Then click Search.

Locate your degree and click it.

Now, we'll look up our major.

Again, we'll update our search criteria.

We'll change our operator to contains.

Then enter your search terms in the Description field (advertising).

Find your major and select it. If you see it listed twice, simply select either one.

The status will be Active.

In the Country field, enter or select the country where you earned the degree. If you enter it directly in the field, do not use abbreviations. See, if we enter USA, the system does not recognize it.

However, we can enter United States and tab out of the field and the system accepts that.

Same for State. Enter the name instead of the abbreviation.

Then, choose the look up icon for School Code.

The list will be limited to schools in the state you indicated. We'll still use the search function though.

We'll leave begins with and enter University. Then click Search.

And we can select our school. Now if you do not find your school in the listing, simply cancel this look up. Our is listed so we'll select it.

Notice that our School Description is now read-only and has our school name there. If you did not find your school previously and canceled out of the search, simply enter the school name in this field. You can also contact Shared Services Center to have your school added to the listing.

If you had a second major or a minor, you can input that information just as we did our major.

Then, indicate whether you graduated or not.

We'll enter the year we acquired the degree.

If this is the terminal degree for your discipline, mark this yes.

And if this is your highest degree that you have obtained, mark this yes.

Then, click the continue button.

Finally, we can submit the degree for approval. This action will send your information to your HR office or Academic Affairs if you are a faculty member. They will work with you if any documentation requirements are needed and approve the entry.

Enter any comments you wish to send to the profile approver and click Submit.

And that is how you add a degree to your talent profile in OneUSG Connect.

[music]

 

 

ES101.11: How Do I Add a License or Certification to My Talent Profile?

[music]

Welcome to this video on adding a license or certification to your talent profile in OneUSG Connect.

Within OneUSG Connect, you can add any of your Licenses or Certifications to your profile through Employee Self Service.

After launching OneUSG Connect, select the Degrees and Certificates tile from Employee Self Service.

From the menu, select licenses and certifications.

To add a new entry, click the Add button.

First, enter the effective date of the license or certification. We'll enter __ as the date we passed our certification test.

Use the look up icon to locate the license or certification.

If you do not find the license or certification in the list, submit a ticket to Shared Services Center requesting that they add the license or certificate to the list. This is not a free form field, so the entry must be in the list first before you can complete the field.

Our certification is listed, so we'll select it.

The country associated with the certification populates. Use the look up icon if you need to change it.

If this is a state license or certification, input that information in the State field.

If renewal is required for this license or certification, mark this yes.

If your renewal is in progress, mark this yes.

If your license or certification has been suspended, mark this yes.

If your license or certification has an expiration date, input that date here.

If you have a license or certification number, enter it here.

And finally, enter who issued the license or certification here in this field. We'll enter Axios.

Then, we can click Save.

And the entry is saved to our profile. If we need make changes, simply select the entry.

And you can make any updates.

And that is how you add a license or certification to your profile in OneUSG Connect.

[music]

 

 

ES101.12: How Do I Enter My Language Skills to My Talent Profile?

[music]

Welcome to this video on adding a language skill to your talent profile in OneUSG Connect.

Within OneUSG Connect, you can add your language skills to your talent profile and indicate your proficiency.

After launching OneUSG connect, select Degrees and Certificates from Employee Self Service.

From the menu, select Language Skills.

To add a language, click the Add button.

Enter or use the calendar icon to update the effective date of this entry. For this, we are going to leave it as the current date.

Then, click the Language look up icon.

Locate the language in the list and select it. If the language is not listed, you will need to submit a request to Shared Services Center to have it added to the list before you can proceed with adding it to your profile. For our example, we'll select French.

Now, we can indicate our language proficiencies. For Reading Proficiency, we'll select moderate.

For speaking proficiency, we'll select High.

And for writing proficiency, we'll select moderate.

If this is our native language, we need to select yes. For our example, it isn't, so we'll leave it as No.

If you are able to translate the language, select yes.

And if you are able to teach others this language, select yes.

Then, click Save.

And our language skill has now been recorded to our talent profile. To update the entry, select it and make your changes.

o add another language, click the add button.

And that is how you can record language skills to your profile in OneUSG Connect.

[music]

 

 

ES101.13: How Do I Add an Honor or Award to My Talent Profile?

[music]

Welcome to this video on adding an honor or award to your talent profile in OneUSG Connect.

Within OneUSG connect, you can add any of your honors or awards to your profile through Employee Self Service.

In OneUSG Connect, select the Degrees and Certificates tile.

Then, select Honors and Awards.

And then, click the Add button.

For the Effective Date, you can enter the date you received the honor or award. For our example, we received the award today, so we'll leave the current date as the effective date.

Then, click the look up icon for honor or award.

If you do not see your honor or award listed, you will need to submit a request through Shared Services Center to have it added to the list before you can add it to your profile. Ours is listed, so we'll select it here.

And finally, we just have to input who bestowed the honor or award. We'll enter Governor's Office.

Then, click Save.

Like other talent profile entries, to edit it, select it and make changes.

To add another one, click the Add button.

And that is how you add an honor or award to your talent profile within OneUSG Connect.

[music]


 

 

ES202.01: How Do I View My Schedule?

[music]

Welcome to this video on how to view your schedule in OneUSG Connect.

You can easily view your monthly schedule in OneUSG Connect through Employee Self Service.

After launching OneUSG Connect, select the Monthly Schedule tile.

On this Monthly Schedule page, you can see your scheduled hours, plus any planned absences or holidays that you have coming up.

To view another month, select it from the drop down. You can do the same with year.

You can also use the Previous Month and Next Month links.

To see details for a particular day, click the date link.

For this particular day, we're scheduled for 8 hours. This is typical for many employees. Your actual schedule may reflect something different. Note that we also have a planned absence for this day.

We'll click the Return to Monthly Schedule link to go back.

And that is how you can view your monthly schedule in OneUSG Connect.

[music]

 

 

ES203.01: How Do I View My Absence/Leave Balances?

[music]

Welcome to this video on how to view your leave balances in OneUSG Connect.

You can easily view your leave or absence balances in OneUSG Connect through Employee Self Service. In OneUSG Connect, leave is known as absences. Please be aware that when your institution first goes live on OneUSG Connect, your absence balances will reflect 0 until your first pay period is completed and processed.

After launching OneUSG Connect, select the Time and Absence tile from Employee Self Service.

Then, select Absence Balances.

All of the absence balances that apply to you will be listed. The balances listed are current as of the date listed. They do not include any absences that have not yet been processed.

Typically, you will see your absence balances updated after a pay period closes.

And that is how you can view your leave or absence balances within OneUSG Connect.

[music]

 

 

ES203.02: How Do I View My Extended Absence History?

[music]

Welcome to this video on viewing your extended absence history.

In OneUSG Connect, you can request an extended absence for things such as Military Leave, FMLA, or Workers' Comp. You can then see your history of extended absences that have been submitted in OneUSG Connect. Please note that extended absences entered prior to going live on OneUSG Connect will not appear in this history.

Once you are in OneUSG Connect and are in Employee Self Service, select the Time and Absence tile.

Select Extended Absence History.

The system automatically displays about six months of history; three months in the past and three months into the future.

To change these dates, update the From and Through fields and click Refresh.

All extended absences that you have requested that are in the time frame will appear. To see information about a request, click the absence name link.

Here you can see when you submitted it and when it was approved.

To return to the list, select Return to Extended Absence Request History link.

And that is how you can view your extended absence history in OneUSG Connect.

[music]

 

 

ES207.00: What Has Changed with Time and Leave Reporting?

[music]

Welcome to this video detailing what has changed with time and leave reporting.

One of the biggest differences in OneUSG Connect is how you report time and leave. This video is designed to give you a high level overview of the major changes that affect you.

Currently, in the ADP system, we use the time card in eTime to report both time and leave. Hourly employees report hours actually worked, as well as any exception time or leave if applicable. Exempt employees report exemptions, or any leave taken.

After we report our time and approve it, our supervisor then approves our timecard in ADP. From there, the reported time is processed, our leave balances are properly updated, and we are paid.

All of that will now be done in OneUSG Connect.

As an overview, in OneUSG Connect, all employees request leave through the Request Absence function. Exempt employees only report time not worked, such as leave. They do not submit a timecard for approval. Non-exempt employees report their time during a biweekly pay period through one of four ways. Managers approve non-exempt employees' time cards for processing into payable time. Let's look at these changes more closely.

First, let's talk about leave. All employees request leave, or absences, through OneUSG Connect. This leave request is routed via Workflow to the employee's manager or designated time approver who can approve it, deny it, or push it back for clarification.

We will use the Request Absence functionality to request leave. You can use this to request leave that is upcoming in the future, such as a scheduled vacation; and you can use the Request Absence to request leave that you took in the past, such as recording a sick day.

There is no longer a need to submit a paper form to record leave taken that wasn't captured in ADP at the end of the pay period. You can submit your leave request through OneUSG Connect after the period closes. However, it is best practice to submit that leave request as soon as you are able to.

After your manager approves your leave, it is ready to be processed by OneUSG Connect.

Now that we know how leave works in OneUSG Connect, let's talk about time.

If you are an exempt employee, you do not report time worked, just time not worked. All that is required for exempt employees is to ensure all leave for the month has been submitted through OneUSG Connect.

If you are a non-exempt employee, you do report time worked. This can be done through a few different ways. You may be required to clock in and out via a timeclock.

Or you may have to punch in and out through a Web Clock within OneUSG Connect every day.

Another option is recording your time in and out through a punch timesheet.

Or, you may be required to report the total numbers of hours worked via the Elapsed timesheet.

How you report your time has been determined by your institution. Talk with your manager if are unsure as to how you are reporting your time.

Once you report your time, it is then immediately available for your manager or designated time approver to approve.
Managers and designated time approvers must approve all of their hourly employees' reported time in order for it to be processed into payable time. Payable time is what is used to determine proper compensation. It is best practice for managers to approve hourly employees' time on a weekly basis.

This has just been an overview of the major time and leave changes with OneUSG Connect. To learn more about reporting time and requesting leave in the application, view the additional videos and job aids regarding OneUSG Connect.

[music]

 

 

ES207.01: How Do I Report My Time Using the Webclock (Hourly Employees)?

[music]

Welcome to this video on recording your time using the Web Clock as an Hourly Employee.

Hourly employees are required to report and submit their time for all time worked. OneUSG Connect offers a few ways to report time worked. One is via the Web Clock, by punching in and out throughout the day. If you are using the Web Clock to report your punch in and punch out times, you will need to remember to do this as you begin and end work, as well as when you break for lunch.

To record a punch, log into OneUSG Connect and from Employee Self Service, select the Time and Absence tile.
From the Time page, click the Web Clock selection.

When you come to the Web Clock page, the system will indicate what your last recorded punch was. For this example, it was when we punched out yesterday.

Therefore, our Punch Type is already selected to In. If you need to change this, use the drop down.

To punch in at the beginning of your work day, select In. To punch out at the beginning of your lunch or meal break, select Meal. To punch in when returning from your lunch or meal break, select In. And to punch out at the end of your workday, select Out.

Then, click Enter Punch.

After you get the confirmation message, click OK.

Note that the time you just punched is now recorded as your last recorded punch.

When done, remember to sign out of the system unless you need to do additional tasks in it. You will sign back in when it is time to record your next punch.

And that is how you use the Web Clock to record your time in OneUSG Connect.

[music]


 

 

ES207.02: How Do I Report My Time Using the Elapsed Timesheet (Hourly Employees)?

[music]

Welcome to this video on reporting time using the elapsed timesheet.

Hourly employees are required to report and submit their time for all time worked. OneUSG Connect offers a few ways to report time worked. This video walks you through how to record your time using the Elapsed Timesheet.

For this example, we are going to walk through recording our time for the current week.

After logging into OneUSG Connect and entering Employee Self Service, we'll select the Time and Absence tile.

From the Time page, we'll click Weekly Timesheet.

Week should be displayed in the View By field. You can use the Previous Week and Next Week links to navigate to prior and upcoming weeks.

If you wish to select a specific date, you can use the calendar icon, select a date and click the Refresh icon.

However, it is best practice to report your time every week. The system should open your timesheet to the current week.

Also, if you do not have the ability to change the View By listing through the drop down, then you only have permission to view the Weekly Timesheet and must actually enter your time through the Web Clock. If you feel that you should have access to the Weekly Timesheet in order to report your elapsed time, contact your manager.

For the Elapsed Timesheet, you should see one field per day.

We are going to leave our selection for the current week. We need to record that we worked 8 hours each day this week.

So we'll enter 8 in each of those fields.

Now we need to enter the time report code for our hours. So we'll choose the Time Reporting Code field drop down.
Here, you select the code that reflects your hours worked. In almost all cases, this will be Regular. So we'll click 00 Regular.

Once we have recorded our time for the week, we can submit our timesheet by clicking the Submit button.

The system provides a confirmation of our submission. We can click OK to proceed.

Your recorded time has now been submitted and is awaiting approval from your manager or designated time approver.

And this is how you report your time using the elapsed timesheet as an hourly employee in OneUSG Connect.

[music]

 

 

ES207.03: How Do I Report My Time Using the Punch Timesheet (Hourly Employees)

[music]

Welcome to this video on recording your time using the punch time sheet as an hourly employee.

Hourly employees are required to report and submit their time for all time worked. OneUSG Connect offers a few ways to report time worked. This video walks you through how to report your time using the Punch Timesheet.

For this example, we are going to walk through recording our time for the current week.

After logging into OneUSG Connect and entering Employee Self Service, we'll select the Time and Absence tile.

From the Time page, we'll click Weekly Timesheet.

Before we record our weekly time, let's review a few things first.

Week should be displayed in the View By field. You can use the Previous Week and Next Week links to navigate to prior and upcoming weeks.

If you wish to select a specific date, you can use the calendar icon, select a date and click the Refresh icon.

However, if you record your time via the punch timesheet, it is best practice to record your time on a daily basis. OneUSG Connect should open to the current week.

For the Punch timesheet, you should see punch in and out fields for each day.

We are going to leave our selection for the current week.

And we are going to record our time that we worked yesterday and today. Our typical schedule is from 8:00 to 5:00, with a lunch break at 11:30.

When entering your punch time, the system will take your input in a few different ways. You can type it out exactly, such as we are doing here for Monday.

You can just enter the 8 to reflect 8 am and 11:30 for our lunch start time. In the afternoon, we can input 12:30 p.m. for returning from lunch, and we'll enter 5 p.m. for our Out time.

For the Time Reporting Code, we'll select the drop down and select Regular.

If you are familiar with military time, you may enter that as well. So we'll enter 8 for 8:00, 1130 for 11:30 lunch, 1230 for returning from lunch, and 1700 for leaving work at 5:00.

So you have a few options as to how to enter your in and out times.

Again, we'll select Regular for the Time Reporting Code.

When you have finished recording your time, you can submit it by clicking the Submit button.

The system provides a confirmation of our submission. We can click OK to proceed.

And this is how you report your time using the punch timesheet as an hourly employee in OneUSG Connect.

[music]

 

 

ES207.05: What End-of-Month Actions Do I Need to Take as an Exempt Employee?

[music]

Welcome to this video on end-of-month actions for exempt employees.

With OneUSG Connect, all non-exempt or hourly employees record and submit their time through various means. As an exempt employee, the requirement is to report any time not worked. This is done by recording absences or leave. If there is any time not worked due to paid holidays or conditions such as inclement weather, that will be handled on the administrative end by the HR department.

As an employee of the University System of Georgia, you are required to submit all leave or absence requests through OneUSG Connect. At the end of each month, you should verify that any leave you have taken has been recorded. If it hasn't, you need to submit the leave through OneUSG Connect.

At the end of each monthly pay period, to verify all of your leave has been submitted, you can review your absence request history. Once In OneUSG Connect, select Time and Absence from Employee Self Service.

And click Absence Request History.

If you wish, you can update the From and Through dates to view just the current month. Click Refresh after updating those dates.

Your leave requests that have been submitted through OneUSG Connect for the entire month are listed, along with their approval status. If all of your leave requests are listed, or if you did not take any leave, you are done for the month. There is no additional actions to take.

If a leave request for the month was not submitted, you need to complete the Request Absence process.

Return to the Time page by using the application's back button.

And select Request Absence.

Select the appropriate Absence Name.

Enter the start and end dates.

Input any comments if necessary.

And submit the request.

If desired, you can review your Absence Request history again to see your newly submitted request for the current month.

And that is all that is required for exempt employees at the end of the month. Just verify all of your leave requests for the month have been submitted, and enter and submit any that are missing. No additional actions are required.

[music]

 

 

ES207.06: How Do I Report My Time for Multiple Jobs Using the Web Clock?

[music]

Welcome to this video on reporting your time using the web clock when you hold multiple jobs.

If you hold multiple jobs at your institution, you will be required to report time for both of them. In OneUSG Connect, you can report your time worked at both jobs under the same login. This video walks you through reporting for multiple jobs using the Web Clock.

After you have logged into OneUSG Connect, you will be in Employee Self Service. Select the Time and Absence tile.
Then, click Web Clock.

Then, you will need to select the job you are recording your time punch for.

Select the look up icon for Select Job, and choose the job you are reporting time for. For this example, we are recording time for our Student Leader job.

Now, you need to enter your punch.

To punch in at the beginning of your work day, select In. To punch out at the beginning of your lunch or meal break, select Meal. To punch in when returning from your lunch or meal break, select In. And to punch out at the end of your workday, select Out.

Then, click Enter Punch.

After you get the confirmation message, click OK.

When we come to punch out at the end of our shift, our Student Leader job should be displayed, and we can follow the same procedures to punch out.

When you are finished, remember to sign out of the application.

If you hold multiple jobs at your institution and have to record your time, just be sure that the appropriate job is displayed on the page. For more information about recording your time, see the additional videos about recording time for hourly employees.

And that is how you can record your time for multiple jobs through the Web Clock.

[music]

 

 

ES207.07: How Do I Report My Time for Multiple Jobs Using the Punch Timesheet?

[music]

Welcome to this video on recording your time using the Punch Timesheet if you hold multiple jobs.

If you hold multiple jobs at your institution, you will be required to report time for both of them. In OneUSG Connect, you can report your time worked at both jobs under the same login.

After you have logged into OneUSG Connect, you will be in Employee Self Service. Select the Time and Absence tile.
Then, click Weekly Timesheet.

If you hold multiple jobs, you will see this page where you first have to select the job you are reporting time for. For this example, we are going to record our time for our library job.

Week should be displayed in the View By field. You can use the Previous Week and Next Week links to navigate to prior and upcoming weeks.

If you wish to select a specific date, you can use the calendar icon, select a date and click the Refresh icon.

However, if you record your time via the punch timesheet, it is best practice to record your time on a daily basis. OneUSG Connect should open to the current week.

For the Punch timesheet, you should see punch in and out fields for each day.

We are going to leave our selection for the current week.

Our normal hours are from 8 am to 11 am. So for Monday, we'll enter an 8 in the In field and an 11 in the Out field.

For the time reporting code, we'll select Regular.

Then we can click Submit.

And click OK when you see the confirmation message.

When you are finished working in OneUSG Connect, remember to sign out.

If you hold multiple jobs at your institution and have to record your time, just be sure that you have selected the appropriate job before recording your punches. For more information about recording your time, see the additional videos about recording time for hourly employees. And that is how you record your time for multiple jobs using the punch timesheet.

[music]

UNG follows Section 508 Standards and WCAG 2.0 for web accessibility. If you require the content on this web page in another format, please contact the ADA Coordinator.

Back to Top