GMS Onboarding: Getting Started at Georgetown University

GMS Onboarding: Getting Started at Georgetown University

Table of Contents GMS Onboarding... 1 Your Onboarding Checklist... 1 Welcome Message... 2 Important Other News... 2 Change Benefits for Life Event... 3 Change Emergency Contacts... 8 View Important Notices for Georgetown University 403(b) Retirement Plan Participants... 8 Review Employee Handbook... 8 Add Payment Elections... 9 Complete Federal Withholding Elections... 11 Sign Up for Benefits Orientation... 11 Change Personal and Contact Information... 12 Disability Self-Identification... 13 Complete RESPECT Training... 14 Important Other News... 15 Have You Completed Your I-9?... 15 Have You Completed Your State & Local Tax Forms?... 15 Enroll in Hoya Alert... 15 Get your GOCard... 16 Claim Your Email... 16 Got Mobile?... 16 What To Do After Onboarding... 16 Last Modified: 4/7/2015

GMS Onboarding Starting The Onboarding Process to start the process go to gms.georgetown.edu Getting Started At Georgetown University Click the Getting Started at Georgetown University Worklet. Then, click the button. Review the three sections listed on the Welcome Aboard page! Your Onboarding Checklist On the left side of the Welcome Aboard page, click the you must complete for your Onboarding are listed in the Inbox: Change Benefits for Life Event Change Emergency Contacts * button to launch Onboarding! The items View Important Notices for Georgetown University 403(b) Retirement Plan Participants * Review Employee Handbook Add Payment Elections * Complete Federal Withholding Elections * Sign Up for Benefits Orientation Change Personal and Contact Information Disability Self Identification Complete RESPECT Training Note: Exercise caution while completing your Onboarding: some of the items are time-sensitive while others affect medical coverage and tax deductions. However, Onboarding does not need to completed all at once: you can perform the items in any order you wish and save your progress as you go along, allowing you time to gather information necessary to completing Onboarding. You must complete all 9 items for successful completion of your Onboarding Process! Please note that Students only need to complete the four starred (*) items: Add Payment Elections, View Important Notices for Georgetown University 403(b) Retirement Plan Participants, Complete Federal Withholding Elections and Change Emergency Contacts. 1

Welcome Message In the center of the Welcome Aboard page, click on Welcome to Georgetown University to read a Welcome Message from Brenda Richardson Malone (Vice President, Human Resources) and Charles DeSantis (AVP, Benefits, Payroll, and Wellness). Important Other News On the right side of the Welcome Aboard page, review the Items listed in the Important Other News section. The items to review are as follows: Have You Completed Your I-9? * Have You Completed Your State & Local Tax Forms? * Enroll in HOYAlert Get Your GoCard Claim Your Email Got Mobile? Note: Students only need to complete the two starred (*) items: Have You Completed Your I-9?, Have You Completed Your State & Local Tax Forms? Note: Students are not eligible for Claim Your Email. 2

Change Benefits for Life Event Benefits-eligible faculty, staff and AAPs should attend the Benefits Orientation prior to making elections. Benefits Orientations are held every Tuesday at 9 am in the Office of Faculty and Staff Benefits in the ground floor of Healy Hall. New faculty, staff and AAPs have 60 days from date of hire to make their medical, dental, vision and flexible spending account benefit elections. Please be aware that not all faculty and staff are eligible for all benefits. Employees will only see in GMS those benefits for which they are eligible. While designating a Gender is not required as a condition of your employment at Georgetown University, this information is required by health insurance companies. If you plan to enroll in health insurance through Georgetown, be sure to designate your gender here to avoid delays in the enrollment process. You may want to keep this in mind as you review and complete your Personal Information. For questions, please contact the Office of Faculty and Staff Benefits at benefitshelp@georgetown.edu or (202) 687-2500. More information can be found at benefits.georgetown.edu. Health Care Elections Note: There is a cost displayed BEFORE you enroll in any plans. This is because participation in several plans is mandatory, automatic and CANNOT be changed. In some instances, there is an employee cost and for others Georgetown covers the cost in full. These plans are located in the Insurance Elections area which you have not yet seen! As you add plans, look at the Cost that is displayed in the upper-right hand corner. This will show you how much your Elections are costing you on a pay period basis. 1. Click the Elect or Waive button for each of the benefit plans. If you Elect to participate, click the Prompt button in the Coverage column and select who the Coverage is for (Employee, Employee + Spouse, Family, etc). If you Elect to cover a dependent: Creating a Dependent i. Click the Prompt button in the Enroll Dependents column. ii. Click Create, then click Add My Dependent From Enrollment. iii. For Use your new dependent as a beneficiary, select Yes or No. Then, click. iv. In the Name section, input the Country, First Name and Last Name of the dependent. v. In the Personal Information section, input the Legal Name, Relationship, Gender and Date of Birth of the dependent (Nationality, Citizenship Status, Full-time Student and Disabled are not required fields but should be inputted if applicable). vi. In the National IDs section, click button. In the National ID Type field, click the Prompt button and select Social Security Number (SSN). Then, in the Identification # field input the Dependent s Social Security Number. vii. In the Address section, click the Country, Address, City, State and Postal Code of the Dependent. However, if the dependent has the same address you do, you can click the Prompt button in the Use Existing Address field and select your address instead. 3

viii. In the Phone & Email section, your home phone number may already be listed. To input a different phone number, click the X in the Use Existing Phone field; then, input the Area Code and Phone Number (Email Address is not a required field but can be inputted if you wish). ix. When finished, click field.. Your dependent is now listed in the Enroll Dependents Note: This dependent will be available in other parts of the Onboarding Process. Please DO NOT re-create the same individuals in any other portion of the Onboarding Process as it can result in errors or cause delays in coverage. Note: There is a cost displayed BEFORE you enroll in any plans. This is because participation in several plans is mandatory, automatic and CANNOT be changed. In some instances, there is an employee cost and for others Georgetown covers the cost in full. 2. After Adding Dependents and Making your Health Care Elections, click the button. Health Savings Account Plan Dependencies 3. Click the Elect or Waive button for Health Savings Account - ConnectYourCare. 4. After making your selections, click the button. Spending Account Elections 5. Click the Elect or Waive button for either the Health Care Flex Spending Account - ConnectYourCare and the Dependent Care Flex Spending Account - ConnectYourCare (Waive is currently the default). If you Elect to participate, you will need to enter in a dollar amount for How much do you want to contribute for the total year? or How much do you want to contribute per paycheck? There is Supporting Information on the screen to assist you along with hyperlinks to the GU Flex Spending website. Please note that inputting information in one of the fields automatically calculates the corresponding amount in the other. 6. After making your selections, click the button. Insurance Elections 7. Click the Elect or Waive button for each of the Insurance Plan Dependencies and Coverage Limitations. 8. After making your selections, click the button. 4

Retirement Savings Elections by Coverage Type Benefit Coverage Type: Defined Contribution 9. In the Employee Contribution Percent field, input 3, 2, 1 or 0 (%). In order to receive the maximum Employer match (10%) from Georgetown University, input 3. Note: This results in an Employer Contribution of 10%, 8.34%, 6.67% or 5%. If you inputted 3%, 2% or 1% for the Employee Contribution - Percent, fill out the Employee Contribution Allocation column. Input the total percentage you wish to contribute to Fidelity Investments, TIAA-CREF and/or Vanguard (they must equal 100%). If you inputted 0% for the Employee Contribution - Percent, fill out the Employer Contribution Allocation column. Input the total percentage you wish Georgetown to contribute to Fidelity Investments, TIAA-CREF and/or Vanguard (they must equal 100%). 5

10. In the Benefit Coverage Type: Voluntary Contribution area, input % of pay, OR a specific dollar amount, you would like to contribute per pay period. Before contributing to the Voluntary Plan, be sure that you are contributing the maximum (3%) to the Defined Contribution Plan, if eligible. Any contributions made to the Voluntary Plan will be in addition to what you are saving through the Defined Contribution Plan (not to exceed IRS maximums). OR If you inputted 0%, skip the rest of Step 8 and proceed to Step X. If you are contributing to the Voluntary Plan, fill out the Employee Contribution Allocation column. Input the percentage you wish to contribute to Fidelity Investments, TIAA-CREF and/or Vanguard (they must equal 100%). 11. Click the Elect or Waive button for Maximize VCRP Georgetown University Maximize (Waive is currently the default). This will automatically calculate your contributions so that you are contributing the maximum amount allowed for your age by the IRS. 12. After making your selections, click the button. 6

Beneficiary Designations For Business Travel Accident, Basic AD&D and Basic Life coverage and any other elected survivor benefits, a Beneficiary can be designated. If you are not adding any Beneficiaries, skip to Step 13. 13. If necessary, click Add button to add a beneficiary. 14. In the Beneficiary column, click the Prompt button. Any dependents that you selected as a beneficiary will be listed. You can click his or her name to select them. To add a beneficiary, click Create, and select Add Beneficiary, Add Beneficiary Using Existing Contact or Add Trust. For assistance creating a beneficiary, please refer to the dependent creation steps on page X. Note: Please DO NOT recreate any individuals that were previously inputted in any other portion of the Onboarding Process as it can result in errors or cause delays in coverage. 15. After making your selections, click the button. Additional Benefits Elections Elected Coverages, Waived Coverages and Beneficiary Designations will be displayed. Please take a moment to review your selections, the items you declined and anyone you have designated as a Beneficiary. 16. Click the Elect or Waive button for any of the listed Additional Benefits Elections offered (such as Legal Assistance Hyatt Legal Plans). 17. After reviewing your selections, click. Elected Coverages Elected Coverages, Waived Coverages and Beneficiary Designations will be displayed. Please take a moment to review your selections, the items you declined and anyone you have designated as a Beneficiary. 18. Click I agree in the Electronic Signature section (you may need to scroll down to see this). 19. After reviewing your selections, click. 7

Change Emergency Contacts Primary Emergency Contact 1. In the Legal Name field, click the Pencil button and input the Emergency Contact s name. 2. In the Relationship field, click the Prompt button and make the appropriate selection. 3. Click the Add button and input information for Primary Address, Primary Phone, Additional Phone, Primary Email, Additional Email, Primary Instant Messenger and/or Primary Web Address. Note: We recommend adding at least a phone number for your Emergency Contact. Alternate Emergency Contacts 4. To add additional Emergency Contacts, click the Add button in the Alternate Emergency Contact section and repeat Steps 1-3. 5. Review the information for the Emergency Contact(s). When finished, click. View Important Notices for Georgetown University 403(b) Retirement Plan Participants 1. Click the hyperlink for Universal Availability Notice for Georgetown University Retirement Plan. 2. When finished, click I Agree. 3. Click the hyperlink for 403(b) Participant Disclosure Notice. 4. When finished, click I Agree. 5. After reviewing your selections, click. Review Employee Handbook As you begin your new role, this Handbook provides an overview of your rights and responsibilities as an employee and the conditions and benefits of employment at Georgetown. More detailed information is available in the Human Resources Policy Manual, on the Georgetown University Web site, and from the departments mentioned in this Handbook. 1. Click the hyperlink for Handbook for Staff and Academic and Administrative Professionals. 2. When finished, click I Agree. 3. Click. 8

Add Payment Elections This allows employees to set up direct deposit to one or more accounts. Note: Failure to make this election then Georgetown will produce a paper check for you every payday. Starting the To Do 1. In the instructions box, click on the button. Completing the Process 1. Review the following Payment Election Options: Payment Type: Direct Deposit is already selected. However, you may elect to receive a live Check. If so, click the Prompt button and select Check. Use For Pay Type: by default, both Expenses and Payroll are selected. 2. Input an Account Nickname (while this field isn t required, it is helpful if you are setting up more than one bank account for Direct Deposit). 3. In the Account Type field, click either the Checking or Savings button. 4. In the Bank Name field, input the name of your Bank. 5. Input the Routing Transit Number and Account Number in their respective fields (do not include the Check Number when entering in your Account Number). This information can be found on a check or by going online to your bank account. 6. When finished, click. 7. To add more checking or savings accounts, click the button. Then, repeat steps 1 through 5 for any additional accounts. Note: Add ALL necessary accounts before setting up your Payment Elections (which determines the amount of money to be distributed into each account). You can have up to 5 accounts listed for payment. If you are not adding a 2 nd account, proceed to skip steps 8 through 13 and navigate to step 14. 8. To distribute your payment across multiple accounts, click the button. The first Account you inputted should be listed. In addition, the Balance should automatically be routed to that account. 9. To add additional accounts another account for election, click the Add button. 9

10. On the blank row, click the Prompt button for the following fields: a. Country depending on your job location, United States of America will default. b. Currency depending on your job location, United States of America will default. c. Payment Type select Direct Deposit or Check. 11. Click the Prompt button for Account and select the name of the Account you wish to add (you will only get this option if your Payment Type is Direct Deposit. 12. Repeat steps 9 through 11 for any additional accounts you wish to add for payment. 13. Select the appropriate Amount, Percent or remaining Balance you wish to go into your respective accounts. For instance, you can specify amount go to a Checking account and then have the remaining balance go to a Savings account. 14. When finished, click. Note: While Compensation via Payroll can be directed to multiple bank accounts, Expense Report Reimbursements can only be directed to ONE account. The Payroll Payment Election that receives the Balance will be set as the Default Election for Expenses. Finishing the To Do 1. Navigate to your Inbox and locate Add Payment Elections. 2. If you have successfully completed the process, click the button. 10

Complete Federal Withholding Elections W-4 Employee s Withholding Allowance Certificate: Whether you are entitled to claim a certain number of allowances or exemption from withholding is subject to review by the IRS. Your employer may be required to send a copy of this form to the IRS. W-4 Data 1. If applicable, check off Last Name Differs from SS (Social Security) and/or Nonresident Alien. 2. For Marital Status, click the Prompt button and select Married, Married but withhold at higher Single rate or Single. 3. In Number of Allowances field, input the total number of allowances you are claiming. Instructions are located on the W-4 worksheet which can be provided by your HR Contact. 4. Input any Additional Amount, if any, that you want withheld from each paycheck. 5. If applicable, check off Exempt. You can ONLY check Exempt if you meet both of the following conditions: Last year I had a right to a refund of all federal income tax withheld because I had no tax liability. This year I expect a refund of all federal income tax withheld because I expect to have no tax liability. 6. When finished, click I Agree. 7. After reviewing your selections, click. Sign Up for Benefits Orientation Benefits Orientation is your opportunity to receive critical, practical and timely information about the comprehensive package of employment benefits you are eligible to receive from Georgetown University, as well as instructions on how to enroll online in those benefits through the Georgetown Management System (GMS). It is critical that you make certain benefit elections within 60 calendar days of your first day at Georgetown. If you don t, your next opportunity to enroll will be during Open Enrollment (held each fall) and your benefits would not take effect until January 1. Benefits Orientations are held every Tuesday at 9:00 a.m. on the ground floor of Healy Hall. 1. Sign up for Benefits Orientation, using your NetID and Password, here: http://www.eventbrite.com/o/office-of-faculty-and-staff-benefits-amp-guwellness-6382771821 2. After successfully signing up for AND attending Benefits Orientation, click. 11

Change Personal and Contact Information As a Federal Contractor, Georgetown University is subject to certain civil rights laws and regulations. As such, the University strongly encourages employees to identify their citizenship, gender, race, ethnicity, disability, and veteran status in GMS. To understand the University s federal obligations and the various statuses and field definitions, please go to the IDEAA website for Self-Identification of Demographic Information. Note: Student workers, including undergraduate student workers and graduate stipend recipients, should not complete any fields in the Personal Information screen in GMS. Legal Name Review the information for Legal Name (this is your name as it appears on your Social Security Card). If necessary, click the Pencil button to make edits. Note: You will need to show documentation to your HRC in order for this change to take place. Preferred Name Review the information for Preferred Name (this is the name you wish to be referred to as). If necessary, click the Pencil button to make edits. Note: Your Preferred Name will appear on the campus-wide Directory online. Home Contact Information Review the information for Primary Address, Primary Phone, Primary Email and any Additional Addresses, Phones or Emails. If necessary, click the Pencil button to make edits. If necessary, click the Add button to add information. Work Contact Information Review the information for Business Location (this is the location that you primarily report to). You do NOT have the ability to change this information. If it is incorrect, please contact your Departmental Administrator or HR Contact for assistance. It s essential that you review this information closely. This is what will be seen in the University directory. 12

Change Personal Information Review the information for Gender, Date of Birth, Ethnicity, Citizenship Status, and Military Service. To update fields, click the Pencil button to make edits. You can also click directly on the field you wish to edit. Click the Add button to add information. Note: To enroll in health insurance through Georgetown, you must designate a gender to avoid delays in the enrollment process. Review your information and/or revisions for Personal Information, Home Contact Information, Work Contact Information, Legal Name and Preferred Name. Then, click. Disability Self-Identification Because we do business with the government, we must reach out to, hire, and provide equal opportunity to qualified people with disabilities. To help us measure how well we are doing, we are asking you to tell us if you have a disability or if you ever had a disability. Completing this form is voluntary, but we hope that you will choose to fill it out. Your answer will not be used against you in any way. Because a person may become disabled at any time, we are required to ask all of our employees to update their information every five years. You may voluntarily selfidentify as having a disability on this form without fear of any punishment because you did not identify as having a disability earlier. Please select one of the below: o YES, I HAVE A DISABILITY (or previously had a disability) o NO, I DO NOT HAVE A DISABILITY o I DO NOT WISH TO ANSWER After reviewing your selection, click. 13

Complete RESPECT Training As a new member of the University community we would like to welcome you and remind you of a critical on boarding requirement. Georgetown is committed to creating a respectful and inclusive work culture. The University has launched a University-wide, online course for all faculty and staff: "RESPECT: Preventing Discrimination, Harassment, and Sexual Misconduct". You must complete the course before the end of your probationary period; you cannot successfully complete your probation without completing the course. Starting the To Do 1. In the instructions box, click on the hyperlink to navigate to respect.georgetown.edu. Completing the Process 1. Navigate to your Inbox and locate Complete Respect Training. 2. If you have successfully completed the course, click the button. 14

Important Other News Have You Completed Your I-9? The Employment Eligibility Verification Form (I-9 Form) is a legal document that the US Government requires all employees to complete to verify identity and to demonstrate eligibility to accept employment in the United States. ALL new hires (including Faculty, Administrative Staff, and Students) must complete Section 1 of the Form I-9 on or before their first day of employment at Georgetown for pay. In addition you must produce certain documents to prove your identity and your employment eligibility so that Georgetown can complete Section 2 of the form by the end of the 3rd day of your employment. Visit here to learn more about this requirement. (http://hr.georgetown.edu/employment_services/managers/i9process.html) If you are unsure how to proceed, please ask your Manager or Department Administrator to contact the HR Generalist (Administrative Staff), Academic HR Partner (Faculty) or Student Employment Reviewer (Students) for advice. Have You Completed Your State & Local Tax Forms? To ensure Georgetown withholds the correct state and local tax amounts from your pay, please ensure you fill out the proper withholding worksheets and send to Payroll Services prior to the end of your first week of employment. You can obtain a copy of the payroll calendar, relevant tax forms, and other helpful materials here. (http://hr.georgetown.edu/employment_services/forms.html) Enroll in Hoya Alert HOYAlert is Georgetown University s emergency notification system. Your enrollment is voluntary, but strongly encouraged, in order to enhance our ability to reach members of the university community quickly in the event of a campus emergency. Using your NetID and password, you can enroll in HOYAlert here. (netid-mgmt.georgetown.edu/emergencycontact). 15

Get your GOCard The Georgetown University GOCard is the official identification card of the University. In addition to giving access to the campus buildings and parking, the GOCard also functions as a debit card for campus purchases such as the bookstore and vending machines. Obtain your Georgetown University GOCard at any of the following locations: Online at gocard.georgetown.edu/managing/first. Darnall Hall on Main Campus First floor of the Sport and Fitness Center, Room 2110 for the Law Campus Claim Your Email Note: Please verify your Preferred Name FIRST in the Change Personal and Contact Information step of Onboarding before Claiming Your Email! If necessary, make changes to your Preferred Name. First name.last name email addresses for GU faculty and staff are available. If you have already validated that your Preferred Name is correct, you can request that your email be changed to First name.last name@ georgetown.edu. Claiming your new address is entirely optional. To claim your new email address:, click here to access the Claim Page. Claim Page. (netid-mgmt.georgetown.edu/aliasclaimpage). Got Mobile? You can now take GMS on the road with the Workday Mobile App. Check out the GMS Employee Quick Reference Guide for step by step instructions on installing and navigating Workday for Mobile. What To Do After Onboarding After successful completion of Onboarding, we recommend reviewing the Employee Quick Reference Guide. It contains information on a variety of Employee-related topics including: Reviewing Personal Information Requesting Time Off Inputting Timesheets (Administrative Hourly Employees) GMS Mobile And much more! Still need help? Contact the Service Center by emailing help@georgetown.edu or by calling (202) 687-4949. 16