Training Requirements for Financials System Roles or Positions

The University is a complex place. Sometimes an employee knows their “job responsibility” but not their corresponding role in the Financials platform. This table provides the “Required” and “Recommended” training for fiscal responsibilities and the corresponding system role in the Financials system.

Below is a table of required and recommended courses by job responsibility. A PDF version can be found here.

To easily search this table, use the Ctrl + F or Command + F function.

Job Responsibility / Financials’ System Role Description Pre-Requisites Required Training Recommended Training
Accounts Receivable Know how to proceed when providing goods and services on credit and how to work with earnings funds that extend credit to external customers. Core Courses GL 1 Accounting Basics, GL 2 Journal Entry Initiator, GL 3 Deposits, Earnings Operations (ILT) GL 6 eReports, Using GL Reports (ILT)
Debits and Credits Targeted to fiscal and financial professionals throughout the University, this job entails knowing about debit and credit usage. Core Courses GL 1 Accounting Basics
Direct Retro Distribution One of six PeopleSoft modules, responsibilities that the professional will learn includes explaining the purpose of a direct retro distribution and its connection to the General Ledger, determining when to use the direct retro distribution process, finding the information needed to perform and process a direct retro distribution, and listing the special requirements for direct retro distributions for projects administered by the Office of Sponsored Programs. Core Courses
Earnings Operations at OSU Knows the rules and procedures for managing a university earnings operation. Is familiar with earnings funds; reading reports; recording revenues, sales tax and expenses; establishing fees, charges and budgets. Core Courses GL 1 Accounting Basics, GL 2 Journal Entry Initiator, GL 3 Deposits, GL 5 Inquiry and Timesavers, GL 6 eReports, GL 7A Fund Accounting, Using GL Reports (ILT)
Stewardship of Endowment and Gift Funds Manages and invests endowments; sets up endowment and gift funds; knows the differences between donated and research funds; is familiar with tax-related issues and how to record endowment/gift funds in the General Ledger. Core Courses GL 1 Accounting Basics, GL 7A Fund Accounting
Procurement and Payment Process For fiscal and financial professionals throughout the University, this job entails familiarity with initiating travel requests within the eTravel system. Core Courses
Tax Obligations and Compliance at OSU For fiscal and financial professionals throughout the University, this job requires familiarity with the tax implications of decisions made at the departmental level. Core Courses
AM_equipment Coordinator Add non-capitalized assets, update departmental asset Core Courses GL 8 Equipment Coordinator (online) The Procurement and Payment Process
Surplus Initiator/Surplus Approver Initiate, approve and complete a disposal request in the Surplus Property Management System Core Courses Surplus Property Management (online)
Expenditure decisions Make university expenditures decisions Core Courses University Expenditures Policy (online OR instructor-led)
General Accounting  Know relationship between balance sheet & income statement categories; use Debits & Credits guide;
interpret a University accounting style report. The key to using the Debits and Credits Guide is making sure that you are looking at the correct column representing a financial statement category. The accounting style reports present information using debits and credits.
Core Courses, GL 1 Accounting Basics (Online) Debits and Credits, Using General Ledger Reports
Reconciliation For fiscal and financial professionals throughout the University, this job involves knowing how to reconcile departmental records with those detailed in the General Ledger. Core Courses, GL 1 Accounting Basics (Online), Debits and Credits, Using eReports Portal for Financial Users (Online), Using General Ledger Reports GL 2A Journal Entry Initiator, GL 3 Deposits, GL 5 Inquiry & Timesavers, GL 6 eReports, GL 7A Fund Accounting The Reconciliation Process, HR/GL Financial Reconciliation Reports, Earnings Operations (ILT)
Managing General Funds For fiscal and financial professionals throughout the University, managing general funds involves describing each of the Standard Monthly Reports from the University’s Central accounting system (General Ledger) and knowing how to reconcile departmental records to reports from the General Ledger. Core Courses, GL 1 Accounting Basics (Online), Debits and Credits, Using eReports Portal for Financial Users (Online), Using General Ledger Reports The Reconciliation Process, Budget and Fund Transfer GL Experience
Managing an earnings fund Managing Earnings Funds involves familiarity with relationships between balance sheet & income statement categories; the Debits & Credits guide and interpreting a University accounting-style report. This professional will be equipped with knowing how to look at the correct column representing a financial statement category using the Debits and Credits Guide. Core Courses, GL 1 Accounting Basics (Online), Debits and Credits, Using eReports Portal for Financial Users (Online), Using General Ledger Reports The Reconciliation Process, Earnings Operations at OSU, budget and Fund Transfer Gl Experience, Tax Obligations and Compliance at OSU
Working with capitalized equipment This professional will know how to manage endowment and gift funds from the perspectives of Development and Endowment Administration and will know how to track capitalized equipment in the Asset Management System. Core Courses Stewardship of Endowment and Gift Funds, GL 6 eReports
Managing receivables This professional will know how to proceed when providing goods and services on credit; will work with earnings funds that extend credit to external customers; will be able to explain differences between inquiry tools and identify the best use for each; describe responsibilities of a Journal Entry Initiator, process a journal entry and identify errors; identify ChartField components and explain the purpose of Interdepartmental Billing entries. Will also use Timesaving tools to improve the accuracy of entering transactions. GL 1 Accounting Basics (Online), GL 2A Journal Entry Initiator, GL 5 Inquiry and and Timesavers, Debits and Credits, Using eReports Portal for Financial Users (Online), Using GL Reports Earnings Operations at OSU, Accounts Receivable
AP_Invoice Approver Review and approve vouchers Core Courses Purch1 Policy Overview (Online), Purch4 Inquiry (Online), Purch5 Approver The Procurement & Payment Process
AP_PREP_Full Create new PREP transactions, update PREP transactions that have not been built into a voucher. (Must have access to the org specified in the first line of the transaction.) Core Courses PREP The Procurement & Payment Process
PO_Department_PCARD (Reallocator) Reallocate assigned PCard transactions. Core Courses PCard 1: PCard Use, PCard 2: PCard Administration The Procurement & Payment Process
PO_PCARD_2ND_APPRV (Approver) Review and approve PCard Transactions Core Courses PCard 1: PCard Use, PCard 2: PCard Administration The procurement & Payment Process
Travel Arranger Enters and submits business travel requests on behalf of faculty and staff. Core Courses Institutional Data Policy, Travel Policy Training, eTravel: Payment Requestor
Travel Payment Requester  Initiates travel related payments such as cash advances, registration prepayments and reimbursements. Core Courses Institutional Data Policy, Travel Policy Training, eTravel: Payment Requester
Travel Request Approver Manages a worklist and approves travel requests in compliance with the Travel Policy. Core Courses Institutional Data Policy, Travel Policy Training, eTravel: Approvers
Payment Request Approver Manages a worklist and approves payment requests in compliance with the Travel Policy. Core Courses Institutional Date Policy, Travel Policy Training, eTravel: Approvers
Traveler Travels on university business and initiates a travel request. Core Courses Institutional Data Policy, Travel Policy Training, eTravel: Traveler
PO_Delegated Buyer Enter purchase orders not to exceed 5K in value. Core Courses Purch1 policy Overview, Purch2 Requisitioner, Purch3 Delegated Buyer, Purch4 Inquiry, Purchasing Experience, Delegated Buyer Final Assessment The Procurement & Payment Process, Managing Your Department’s Capitalized Equipment
PO_Receiver Enter a receipt for goods or services, generate a report, and notate delivery information. (All capitalized assets exceeding a certain dollar threshold must be entered into the system when received.) Core Courses Purch1 policy Overview, Purch2 Requisitioner, Purch3 Delegated Buyer, Purch4 Inquiry, Purchasing Experience, Delegated Buyer Final Assessment The Procurement & Payment Process, Managing Your Department’s Capitalized Equipment
PO_Req_PO Approver Review and approve requisitions and purchase orders. (Used in conjunction with associated workflow roles.) Core Courses Purch1 Policy Overview, Purch4 Inquiry, Purch5 Approver Purch2 Requisitioner, Purch3 Delegated Buyer, Purchasing Experience, The Procurement & Payment Process, Managing Your Department’s Capitalized Equipment
PO_Requisitioner Enter requisitions for an assigned department. Core Courses Purch1 Policy Overview, Purch2 Requisitioner, Purch4 Inquiry Purchasing Experience, The Procurement & Payment Process, Managing Your Department’s Capitalized Equipment
Bud_Transfers Access Budget/Fund Transfer pages Core Courses GL 7A Fund Accounting (Online), GL 7B Budget & Fund Transfers (Online), Budget and Fund Transfer GL Experience GL 1 Accounting Basics, GL 2A Journal Entry Initator, GL 5 Inquiry and Timesavers, GL 6 eReports, Debits and Credits, Using General Ledger Reports
Budget Transfer Approver 1 & 2 Review and approve another user’s work. (Used in conjunction with associated workflow roles.) Core Courses Gl 7A Fund Accounting (Online), GL 7B Budget & Fund Transfers (Online), Budget and Fund Transfer GL Experience GL 1 Accounting Basics, GL 2A Journal Entry Initator, GL 5 Inquiry and Timesavers, GL 6 eReports, Debits and Credits, Using General Ledger Reports
GL_Deposit Enter a deposit and generate the associated deposit slip. Core Courses GL 1 Accounting Basics (Online), GL 3 Deposits (Online) GL 2A Journal Entry Initiator, GL 5 Inquiry and Timesavers, GL 6 eReports, GL 7A Fund Accounting, Deposit GL Experience, Debits and Credits, Initiator GL Experience, Inquiry GL Experience, Using General Ledger Reports
GL_Journal Enters journals, run basic processes and inquire on journals and perform natural encumbrances. Core Courses GL 1 Accounting Basics (Online), GL 2A Journal Entry Initiator, GL 3 Deposits (Online), GL 5 Inquiry and Timesavers, Initiator GL Experience, Inquiry GL Experience, Initiator Final Assessment GL 2B Spreadsheet Upload, GL 4 Journal Entry Approver, GL 6 eReports, GL 7A Fund Accounting, Deposit GL Experience, Debits and Credits, Using General Ledger Reports, The Reconciliation Process
Journal Approver 1 & 2 Review and approve another user’s work. (Used in conjunction with associated workflow roles.) Core Courses GL 1 Accounting Basics, GL 2A Journal Entry Initiator, GL 4 Journal Entry Approver GL 3 Deposits, GL 5 Inquiry and Timesavers, Initiator GL Experience, Inquiry GL Experience, Debits and Credits, Using General Ledger Reports

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