GEORGETOWN MANAGEMENT SYSTEM (GMS) CHECK LIST FOR NEW ADMINISTRATIVE EMPLOYEES

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1 GEORGETOWN MANAGEMENT SYSTEM (GMS) CHECK LIST FOR NEW ADMINISTRATIVE EMPLOYEES GMS is the Georgetown Human Resources Management system for HR, Payroll and Benefits information and processes. Sign into GMS using your NETID and password at: If you cannot sign into GMS contact your Department Administrator (DA), Human Resources Contact (HRC) or Human Resources Generalist see below on how to locate them or ask your Manager (Supervisor) for help. Each employee has administrators with assigned responsibilities for particular processes or types of information. You can see who has been assigned to you in GMS. 1. Log onto GMS 2. Click All About Me (up near the top of the screen) 3. Click on Personal Information, then under View click About Me 4. Under Job click the Support Roles tab

2 Scroll down the Support Roles and you will see all the Roles assigned to you and the names of the individuals in those Roles. These are some of the important ones: The Manager is your supervisor. He or she approves your time off in GMS and approves timesheets in GMS for hourly administrative employees. The Departmental Administrator (DA) and the Human Resources Contact (HRC) these persons are your first point of inquiry for HR, Benefits and Payroll issues. If they cannot help, they will direct you to the person who can. The Human Resources Generalist is the person in University Human Resources with designated responsibility for your HR information and processes. A full listing of all the Directors/Generalists, by Campus, is available outside of GMS at: You can contact any Director/Generalist assigned to your Campus for help. Or call If you can t log onto GMS, contact your Department Administrator or Human Resources Contact for help. You can also send an e mail to GMS support at gmsupport@georgetown.edu or by clicking the Click Here For Help link on the GMS sign in page at:

3 Please help us to help you by completing these simple double checks of your information in GMS Social Security Number (SSN) Do we have it? Did we enter it correctly? Please verify in GMS by following these steps: 1. Click on All About Me (up near the top of the screen) 2. Click the Pay circle 3. Under Actions click on Withholding Elections. Your SSN is right under your address, at the top of the page. If it is missing or if it is incorrect, contact your Departmental Administrator, HRC or HR Generalist.

4 All the following checks can be done by going to All About Me (up near the top of the screen), then clicking the Personal Info icon. Some of these items you can change yourself, others you need to bring the issue to the attention the Departmental Administrator or Human Resources Contact so they can fix it. Contact Information Home Contact Information Do we have your home address and phone number? Are they correct? Are all the address elements in their right place e.g. zip code in the zip code field? You can add to and/or change the information yourself at this site by clicking on the Edit button Click on the pencil icon to make changes to existing information Click on the green plus sign to add new information Once complete click on the Submit button

5 Work Contact Information Do we have Address, Phone Number and Work e mail address? Are they correct? If the information is wrong, or items are missing, tell your Departmental Administrator or HRC. Emergency Contacts Do we have one? Is the information correct? You can add to and/or change the information yourself at this site. You can list multiple persons. Click Delete to remove line altogether Click Add to enter multiple persons as emergency contacts Click Edit to make updates to existing contacts Once you click on Add Emergency Contact you are able to key in the contact information. Please note all fields with a red asterisk are required fields. Once the information is complete, click OK.

6 Legal Name this is your name on your Social Security Card (or Passport if you did not have a SSN at time of hire). Did we enter it correctly? If it is incorrect you can enter the corrected information and GMS will send a system message to your HRC so they can verify and approve the name change before it is updated in GMS and the directory. Update your legal name, as needed. Click on the Submit button when done. Preferred Name Prefer to go by Tina not Albertina? Bert rather than Engelbert? At this site you can elect to use your legal name, or tell us your preferred name, for directory purposes. GMS will send a system message to your HRC so they can verify and approve the name change before it is updated in GMS and the directory. Click the box to use your legal name as your preferred name. Or update your name as you prefer it to be shown in the directory. Once complete, click on the Submit button.

7 Birth Date Do we have it? Did we enter it correctly? Sometimes the year is wrong because it was mis keyed as the CURRENT year. If it is missing or incorrect, you can enter the corrected information and GMS will send a system message to your Departmental Administrator requesting the fix. Enter the correct date of birth then click on the Submit button when done. We would ask that you check your University Directory Information at You should see NAME, TITLE, NETID, WORK PHONE NUMBER & WORK E MAIL ADDRES. NAME is your legal name, unless Preferred Name has been selected as indicated above. TITLE is your GMS job title. If you have a preferred title descriptor, your HRC or HR Generalist can update GMS for it to appear in the directory. NETID If it is missing, or incorrect, contact your HRC or HR Generalist. WORK PHONE NUMBER If it is missing, or incorrect, contact your HRC or HR Generalist and they will update GMS. WORK E MAIL ADDRESS If it is missing, or incorrect, contact your HRC or HR Generalist and they can update GMS.