Quick Reference Materials for Practitioners

On this page, you will find links to quick reference materials and other useful items for practitioners at UGA.

OneSource - General/Cross-System

• Security Roles Spreadsheet
• Chart of Accounts Code Structure
• Chart of Accounts Report
• Unit Task List - version 7.31.19
• Fiscal Master Calendar
• Common Errors in OneSource Systems
• Temporary Approvers Quick Start

• Enhancements & Release Notes Job Aid

• Changes from Legacy Systems to New Systems

• Guidance for Paying Individuals Reference

• Financial Departments Tree Structure Excel and Guide

• Budgeting Revenues and Expenditures - Guidelines by Fund - Excel and PDF formats

• Fiscal Year - Year End Letter and Addendum

UGA Financial Management System

• Quick Start Guide for the UGA Financial Management System
• Quick Start to Financials Approval Pools
• Viewing Transaction Status
• Transaction Signs Quick Reference Guide
• Quick Start for Approvers
• Approval Action Matrix
• Temporary Approvers Quick Start
• Guidance for Paying Individuals Reference
• Budget Check Errors Quick Reference
• Correcting Charges Quick Reference Guide
• Journal Correction Methods by Source Quick Reference Guide
• Month End Close Procedures Quick Reference Guide
• Finance Department Maintenance Checklists
• Financial Closing Schedule
• StudyAway Frequently Asked Financial Questions
• Understanding the Chart of Accounts PDF
• What is a ChartField Quick Reference Guide
  • Understanding Chart of Account Web Page
• Chart of Accounts Overview
• SpeedTypes Overview
• Chart of Accounts Code Structure
• Chart of Accounts Reference Document
• Required ChartFields by Transaction Matrix
• Account Codes Quick Reference Guide
• USG Function and Sub-Function Program Codes
• Budget Override Request Form
• Fiscal Master Calendar
• Quick Start to the Financial Statistics Workcenter
• Changes from Legacy Systems to New Systems
• Financial Departments Tree Structure Excel and Guide
• Budgeting Revenues and Expenditures - Guidelines by Fund - Excel and PDF formats
• UGA Financial Management System and UGA Budget Management System Course Recordings
• Fiscal Year - Year End Letter and Addendum

Accounts Payable

• What is a ChartField Quick Reference Guide
  • Understanding Chart of Account Web Page
• Chart of Accounts Code Structure
• Chart of Accounts Reference Document
• Account Codes Quick Reference Guide
• Account Codes for Equipment
• Cost Transfer Justification Form
• Supplier Does Business As (DBA) Name List
• Correcting Charges Quick Reference Guide
• Statewide Fuel Card Standards & Guidelines for Drivers
• UGA v. UGAF Expenditure Matrix - rev 9/2019
  • UGA Foundation Policies and Procedures
• Fiscal Year - Year End Letter and Addendum

Asset Management

• Account Codes for Equipment

General Ledger

• Chart of Accounts Code Structure
• Chart of Accounts Reference Document
• File Requirement for Using GL Journal Spreadsheet Upload
• Journal Error Codes Quick Reference Guide
• Budget Check Errors Quick Reference
• Journal Correction Methods by Source Quick Reference Guide
• Correcting Charges Quick Reference Guide
• Fiscal Year - Carry Forward Information
• GL Approver Guidance
• Budgeting Revenues and Expenditures - Guidelines by Fund - Excel and PDF formats
• Financial Departments Tree Structure Excel and Guide
• Fiscal Year - Year End Letter and Addendum

Grants

• Chart of Accounts Reference Document
• Quick Start for Grants (Financial Practitioners)
• Grants Toolkit
• Budget Templates - Simple Budget + Detailed Budget
• Budget Account Identifier
• Budget Check Errors Quick Reference
• Cost Share for Sponsored Projects Quick Reference Guide
• Export Controls Presentation
• Fiscal Year - Year End Letter and Addendum

Project Costing

• Non-Sponsored Project ID Request Form

Procurement

• Expectations for Contractors, Vendors, and Suppliers in Response to COVID-19
• Quick Start to UGAmart
• Monitoring and Closing POs
• Security Roles Spreadsheet
• AP PO Lifecycle
• Supplier Does Business As (DBA) Name List
• Correcting Charges Quick Reference Guide
• UGA P-Card Quick Reference Sheet
• Guide to Federally Funded Procurement
• Guide to Sole Source & Sole Brand Procurement
• Sole Source Justification Form
• Fiscal Year - Year End Letter and Addendum
• Allowable and Unallowable Expenditures Matrix

Travel and Expenses

• Quick Start for Travel
• UGA v. UGAF Expenditure Matrix - rev 9/2019
  • UGA Foundation Policies and Procedures
• Travel-Related Expense Types Quick Reference
• Non-Travel Expense Reports Quick Start
• Non-Travel Expense Types Quick Reference
• Chart of Accounts Reference Document
• Account Codes Quick Reference Guide
• Account Codes for Equipment
• Adding Receipts from Phones (Video)
• Travel and Expense Approval Basic Workflow: Roles and Responsibilities
• Deny vs Send Back
• Correcting Charges Quick Reference Guide
• Request for Authorization to Provide On Campus Group Meals
• Travel Reimbursement Steps Infographic
• Fiscal Year - Year End Letter and Addendum
• Food and Business Related Entertainment

UGA Budget Management System

• Chart of Accounts Code Structure
• Chart of Accounts Reference Document
• UGA Financial Management System and UGA Budget Management System Course Recordings
• Installing Smart View
• Quick Start Guide for Smart View
• BPSS Definitions Quick Reference Guide
• USG Function and Sub-Function Program Codes
• Raise Sheet Definitions Quick Reference Guide
• Reports for Monthly Budget Review Quick Reference Guide

• SOP_BM_01  Quarterly Amendment Review

• Current Schedule for FY 2020 Quarterly Amendment Review

• Quarterly Amendment Review Best Practices

• Fiscal Master Calendar

• Financial Departments Tree Structure Excel and Guide

• Budgeting Revenues and Expenditures - Guidelines by Fund - Excel and PDF formats

• Fiscal Year - Year End Letter and Addendum

UGA Cash Management System

• Deposit Detail Code Lookup/Request Link
• Changes from Legacy Systems to New Systems
• Fiscal Year - Year End Letter and Addendum

OneUSG Connect

• Faculty and Staff Guide to OneUSG Connect
• Standard Operating Procedures (SOPs) for HCM Business Processes
• Changes from Legacy Systems to New Systems
• Selecting a Browser, Clearing Cache, and Enabling Pop-ups
• OneUSG Connect Course Recordings
• Security Roles Spreadsheet
• Guidance for Paying Individuals Reference
• Payroll Calendars
• Non-Closure Emergency Leave and Teleworking Quick Reference
• Cascading Rules for Leave Quick Reference
• Time Clock Rounding Rules
• Rounding Rules Calculator
• Electronic W-2 Consent Flyer
• TL Matrix
• Relocation Expenses Quick Reference Guide
• Fiscal Year - Year End Letter and Addendum

Supervisors

• Supervisors Quick Reference Guide

Time & Absence Approvers

• Time & Absence Approver Quick Reference Guide

System Managers

• System Manager Quick Reference Guide
• Personnel Actions Matrix
• Best Practices for Comments and Attachments in OneUSG Connect MSS
• OneUSG Connect Queries Quick Reference
• Data Field Definitions - Personal & Job Data Reference Aid
• Time Reporting Codes List
• Pay Groups Quick Reference Guide
• BCAT Master List
• UGA Pay Type to OneUSG Connect Pay Group Crosswalk
• OneUSG Earnings Codes
• Payroll Calendars
• Payroll Action and Reason Codes
• Manual: How to Create a Hiring Proposal
• Quick Guide: Student Worker Spring/Summer/Fall Work Scenarios
• Termination Scenarios Job Aid
• Faculty and Staff Separation Checklist
• Faculty & Staff Transfer Checklist
• Student Employee Separation Checklist
• Payroll Encumbrance Options
• Changes to Salaries and Compensation Rates (Including Supplemental Pay)
• Express Direct Retros Quick Start
• Supplemental Pay Quick Reference Guide
• Cost Transfer Justification Form

• Cost Transfer Justification Quick Reference Guide

• Express Direct Retro Payroll Request Form

• Instructions to Complete OneSource Express Retro Payroll Request Form

• Budget Override Request Form
• Correcting Charges Quick Reference Guide
• TL Matrix

• Graduate Assistant Summer Employment Matrix

• Graduate Assistant Online Decision Tree

• Fiscal Year - Year End Letter and Addendum

• Change Position Funding Quick Reference Guide

Approvers

• Approving MSS Transactions Quick Reference Guide
• Temporary Approvers Quick Start

Reporting and Data Warehouse

• Data Warehouse Architecture Design
• Quick Start for Queries
• Finding My Transaction Guide
• Chart of Accounts Code Structure
• Chart of Accounts Reference Document
• OneUSG Connect Queries Quick Reference
• Cube Field Definitions Quick Reference Guide
• Quick Start to the Position Funding Cube
• Year-End Budget Review Quick Reference Guide
• Simpler Crosswalk Reports
• Reporting System Changes for FY20
• Reports for Monthly Budget Review Quick Reference Guide
• Quick Start to the Financial Statistics Workcenter
• Fiscal Master Calendar
• Changes from Legacy Systems to New Systems
• Financial Departments Tree Structure Excel and Guide

Other Systems

• UGA P-Card Quick Reference Sheet

Last updated 7/13/2022