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 &/or Financials’ System Role Description Pre-Requisites Required Training Recommended Training
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 Making university expenditures decisions Core Courses University Expenditures Policy (online OR instructor-led)
General Accounting Core Courses, GL 1 Accounting Basics (Online) Debits and Credits, Using General Ledger Reports
Reconciliation Reconciling department fiscal records to detail GL reports. Core Courses, GL 1 Accounting Basics (Online), Debits and Credits, Using eReports Portal for Financial Users (Online), Using General Ledger Reports The Reconciliation Process, HR/GL Financial Reconciliation Reports
Managing General Funds 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 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 Core Courses Stewardship of Endowment and Gift Funds
Managing receivables 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 Core Courses Institutional Data Policy, Travel Policy Training, eTravel: Payment Requestor
Travel Payment Requester Core Courses Institutional Data Policy, Travel Policy Training, eTravel: Payment Requester
Travel Request Approver Core Courses Institutional Data Policy, Travel Policy Training, eTravel: Approvers
Payment Request Approver Core Courses Institutional Date Policy, Travel Policy Training, eTravel: Approvers
Traveller To travel on university business Core Courses Institutional Data Policy, Travel Policy Training, eTravel: Traveller
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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