Financial Training

Fiscal Stewardship for All

Accessible version

All faculty and staff not employed in fiscal roles

Note: Those employed in fiscal roles should complete Stewardship for the Fiscal Processional

This 20-minute eLearning helps employees, employed in fiscal roles, understand, and demonstrate that it is every employee’s responsibility to conduct themselves in an ethical manner that shows good stewardship of public funds. Upon completion of this course, learners will be able to:

• Understand how stewardship pertains to the financial professional
• Understand what the Financial Code of Ethics is and how it pertains to them
• Critically analyze and apply fiscal stewardship and ethical policies to common business situations
• Describe the importance and different types of internal controls

All faculty and staff employed in fiscal roles

Note: Those not employed in fiscal roles should complete Fiscal Stewardship for All

Preventing Fraud

Accessible version

Answers questions regarding the definition of fraud, why do people commit fraud, how does fraud occur without detection, where does fraud occur, and who is responsible for fraud detection and prevention. 

Online BuckeyeLearn

Reporting Fraud, Waste, and Abuse

Accessible version

Identity Theft Red Flags

Accesible version

This 18-minute course includes an assessment and is for any faculty or staff member who have access to student, patient, or other customer account information. These individuals have a special obligation to protect sensitive personal information from identity theft. Complete the online training and the test with 100%.

After you complete this course you will be able to:

• Define identity theft
• Articulate who at Ohio State may be affected by identity theft
• Recognize three of the most common red flags of identity theft and explain how to respond if you encounter them
• Summarize Ohio State's resources available to help you securely store and protect customer data

Gramm-Leach-Bliley Act (GLBA) FY25

Accessible version

This is a 30-minute course that includes an assessment. It is required for any faculty or staff member who has access to student financial and/or financial aid data because they have a special obligation to protect sensitive personal information, such as student financial account detail. To complete this course you must pass the assessment with a score of 80%.

After you complete this course you will be able to:

• Define the Gramm-Leach-Bliley Act (GLBA)
• Articulate why Ohio State is required to comply with GLBA regulations
• Explain the steps Ohio State takes to protect customers’ non-public personal information (NPPI)
• Identify the types of data protected by GLBA that you may encounter in your daily work
• Describe your role in safeguarding sensitive customer data to fulfill GLBA requirements

Payment Card Compliance (PCI) FY25

Accessible version

This 35 minute online curriculum includes the training on Payment Card Compliance and an assessment on the training.   The course is primarily for any individuals that handle or process payment cards on behalf of the university or the medical center or who have a role that would impact the security of cardholder data. 

After you complete this curriculum, you will:

• Understand how to secure a customer's payment cards
• Have familiarity with Payment Card Industry (PCI) terminology
• Know your responsibilities for PCI compliance
• Understand the OSU incident response plan

To complete this curriculum, you must:

• Complete the Payment Card Compliance FY25 training course
• Pass the Payment Card Compliance FY25 assessment with a score of 100%

A curriculum of all seven Asset Management Overview modules

• Asset Management Overview - Module 1: Responsibilities and Asset Types
• Asset Management Overview - Module 2: Asset Management Lifecycle
• Asset Management Overview - Module 3: Compliance and Regulations
• Asset Management Overview - Module 4: Find Asset
• Asset Management Overview - Module 5: Update and Transfer an Asset
• Asset Management Overview - Module 6: Asset Disposal
• Asset Management Overview - Module 7: Register Asset

This 14-minute course provides an overview of the asset management policy. Upon completion of this course, participants will be able to:

• Understand how stewardship relates to university assets.
• Explain the responsibilities of the roles involved in the asset management process.
• Distinguish between capital and non-capital assets.
• Differentiate how assets are handled by UNIV and OSP.

Upon completion of this 18-minute course, participants will be able to:

• Describe the roles involved in each stage of the asset management lifecycle
• Explain the steps involved in acquisition of an asset (e.g., delivery, payment, registration)
• Differentiate what assets do and do not need tracked and/or tagged
• ​​Articulate when an asset flows to surplus or disposal

Online BuckeyeLearn

Upon completion of this 12-minute course, participants will be able to:

• Define sub-certification
• Describe the do’s and don’ts of personal use of an asset
• Explain the importance of compliance with federal, state and other applicable laws, as well as university policy, procedure, and processes.

Upon completion of this 4-minute course, participants will be able to navigate through the asset management screens in Workday. This module concentrates on how to find an asset.

Upon completion of this 5-minute course, participants will be able to navigate through the asset management screens in Workday. This module concentrates on how to update and transfer an asset.

COURSE

This series of six short videos provides a tour through the use of Workday Projects to manage any project with a defined start and end date and a budget. (Financial data on construction projects managed by Facilities Design and Construction will be available to college/unit staff in Workday.)

This 40-minute course is an introductory module into Earnings Operations.

To complete this course you must pass the assessment with a score of 85%.

After you complete this course you will be able to:

• Define an Earnings Operation
• Describe the roles and responsibilities associated with Earnings Operations
• Explain how to establish a rate and cost recovery
• Explain the monitoring requirements for Earnings Operations
• Describe the process to close an Earnings Operation

This video training class is intended for those in earnings units with external sales or payment systems. Students should be involved in operations that earn income through either cash operations or accounts receivable. After an overview of the policies and Workday Earnings Operations functionality, participants will learn how Workday will support information from external systems, as well as how to create appropriate Workday records in addition to those from the external system and send accounts receivable to collections.

Activities involved in sessions for this training include:

• Find Customer
• Record a Customer Deposit
• Record a Cash Sale (using a non-A/R check)
• Create Invoice
• Adjust Invoice
• Create a Collection Shell

Payment Card Compliance (PCI) FY23

Accessible version

This 30 minute online curriculum includes the training on Payment Card Compliance and an assessment on the training.   The course is primarily for any individuals that handle or process payment cards on behalf of the university or the medical center or who have a role that would impact the security of cardholder data. 

After you complete this curriculum, you will:

• Understand how to secure a customer's payment cards
• Have familiarity with Payment Card Industry (PCI) terminology
• Know your responsibilities for PCI compliance
• Understand the OSU incident response plan

To complete this curriculum, you must:

• Complete the Payment Card Compliance FY23 training course
• Pass the Payment Card Compliance FY23 assessment with a score of 100%

This video training course is intended for those in earnings units who earn income from customers through either cash operations or accounts receivable. After an overview of the policies and Workday Earnings Operations functionality, participants will learn how to find customers, manage invoices, and identify any accounts receivable sent to collections.

Activities involved in sessions for this course include:

• Create Invoice
• Adjust Invoice
• Record a Cash Sale (External A/R)

This 75-minute video training class is intended for those in earnings units who sell goods or services exclusively to internal (Ohio State) customers. After an overview of the policies and Workday Earnings Operations functionality, participants will learn how to find existing customers and create internal service delivery records in Workday.

Activities involved in training sessions for this course include:

• Find Customer
• Create an ISD

This 10-minute session is recommended for OSU employees that travel or employees that arrange travel for others.

This session should not replace comprehensive training that is recommended for employees that travel more than once per year or employees that routinely arrange travel for others.

This curriculum is primarily for travel arrangers and travelers who want more information regarding the business travel process.  The modules are broken into steps of the travel life cycle. 

Travel 1: Planning Business Travel (20 minutes):

​​​​​​Travel 2: Requesting Business Travel Authorization (30 minutes):

Travel 3: Booking and Arranging Business Travel (20 minutes):

Travel 4: Expensing Business Travel (25 minutes):

Business Travel Life Cycle (Live and Interactive)

Travel 1: Planning Business Travel

Accessible version

This 20 minute course is primarily for travel arrangers and travelers who want more information regarding the business travel process. The travel modules are broken into steps of the travel life cycle. Learners are able to add all the modules to their transcript in one curriculum or search for and complete the individual pieces as needed.  

After you complete this course you will be able to:

• Identify travel tools and resources
• Navigate to the Travel Policy to ensure application throughout the business travel process
• Estimate the cost of business travel
• Determine funding source
• Prepare for unique travel needs
• Find additional guidance

Travel 2: Requesting Business Travel Authorization

Accessible version

Travel 3: Booking and Arranging Business Travel

Accesible version

This 20 minute course is primarily for travel arrangers and travelers who want more information regarding the business travel process. The travel modules are broken into steps of the travel life cycle. Learners are able to add all the modules to their transcript in one curriculum or search for and complete the individual pieces as needed.  

After you complete this course, you will be able to:

• Describe the process for booking airfare
• Describe the process for reserving a rental car
• Describe the process for reserving a hotel
• Review payment options
• Find additional guidance 

Travel 4: Expensing Business Travel

Accessible version

This course is primarily for travel arrangers and travelers who want more information regarding the business travel process.

After you complete this course, you will be able to:

• Review the timing of submitting an expense report
• Explain the process to create an expense report
• Explain the approval process for an expense report
• Explain how to find/edit/cancel an expense report
• Find additional guidance 

This brief 10-minute session will provide a general outline of the basic information needed to maintain an active PCard account at OSU.

This session should not replace comprehensive training that is recommended for all PCardholders and PCard Managers, along with employees that support PCard transaction processing.

Workday Core Concepts

Accessible version

Enterprise Reporting Basics

Accessible version

This 20-minute eLearning provides and overview of Commitments and Obligations (Pre-encumbrances and Encumbrances). Upon completion of this course, participants will be able to:

• Differentiate between legacy and Workday terminology.
• Explain the workflow of a commitment (pre-encumbrance) to an obligation (encumbrance).
• Articulate how commitments and obligations affect ledger accounts.

Recommended

Workday Payroll Expenses and Commitments

Accessible version

In this online curriculum, learners are introduced to the concepts behind various payroll processes and common accounting principles in Workday including:

• Encumbrances and Pre-Encumbrances
• Fringe benefits
• The general ledger
• Expenses
• Forward Accruals
• 9 over 12 Academic Pay Period
• Payroll Balance Sheet Activity

Managing Gifts in Workday

Accessible version

In this eLearning, you will learn how gifts are accounted for and reported in Workday. After successful completion of this training, you will:

• Recognize and choose valid combinations of Gift and Fund Worktags for journal entries.
• Use reports to view and search for gift balances and other gift information.

Workday: Claim on Cash and Intercompany Settlement

Accessible version

This eLearning course teaches how “Claim on Cash” relates to true cash and how intercompany cash will be settled in Workday. This module is required of Finance Managers and Staff.

After successful completion of this course, you should be able to:

• Understand what "Claim on Cash" is and how it is different than Cash.
• Understand Intercompany Transactions and how they clear through settlement.

Workday: General Funds Allocation

Accessible version

Workday: Period Close for Decentral Units

Accessible version

Workday: Variance Analysis and Forecasting

Accessible version

This 30-minute course reviews the Federal Work Study program from a finance perspective. The Federal Work Study program provides job opportunities for eligible students with financial need who are enrolled at least half time, allowing them to earn money to help pay indirect education expenses. The Student Financial Aid office helps subsidize the cost of hiring students who have Federal Work Study awards. In other words, when you hire a Federal Work Study student position the department can get the cost of the student’s salaries and associated expenses subsidized if not fully covered. Non-Revenue Generating Units receive FULL subsidy for eligible wages and benefits. Revenue Generating Units receive 75% of the student’s eligible wages subsidized. This training includes explanations of the processes for Federal Work Study, and the related costing allocation, central allocation and reconciliation of the GL. The training will also review reports that may assist with the Federal Work Study process.  

After viewing this one hour video training, you will be able to:

• Describe how the capital plan request process moves data through the new tools.
• Define the field names as used in Adaptive Insight and Workday Projects.
• Understand what data is required from whom.

Workday: Variance Analysis and Forecasting

Accessible version

Workday Cash Sales and Deposits - Recorded Webinar

Accessible version

Online 

BuckeyeLearn

Online

BuckeyeLearn

Workday Core Concepts for Managers

Accessible version

Workday for Campus Manager

Accessible version

In this curriculum, we will cover the role you play as a Campus Cost Center Manager and/or a Cost Center Director or a member of the RRC in key HR and payroll transactions. For each module, we will be defining associated terminology, reviewing the process flow, focusing on the role of the Cost Center Manager and/or Cost Center Director and then we will conclude each module with a demonstration of the review and approval step.

This course is broken up into several modules and you are welcome to take them in any order you choose. This course will cover: Job Requisitions, the Hire and Offer process, Change Job and Add Job, Edit Position and Edit Position Restrictions, Compensation changes, Period Activity Pay and One Time Payments.

Supply Chain Inventory Professionals

Costing Allocations in Workday

Accessible version

This eLearning course explores the various ways costing allocations are applied and their hierarchical stages. After successful completion of this course, you should be able to:

• Understand the key concepts about costing allocations;
• Understand the costing allocation hierarchy; and
• Initiate, approve, and view costing allocation history.

Payroll Accounting Adjustments in Workday

Accessible version

This eLearning introduces Payroll Accounting Adjustments, or PAAs, and provides information on how they impact the General Ledger (GL). After successful completion of this course, you should be able to:

• Understand Workday’s PAA functionality.
• Initiate PAAs in Workday to correct prior posted salary and fringe benefit expenses.
• Understand the approval process and routing framework.

Workday Payroll Expenses and Commitments

Accessible version

In this 2 hour online curriculum, learners are introduced to the concepts behind various payroll processes and common accounting principles in Workday including:

• Encumbrances and Pre-Encumbrances
• Fringe benefits
• The general ledger
• Expenses
• Forward Accruals
• 9 over 12 Academic Pay Period
• Payroll Balance Sheet Activity

This 15-minute session is recommended for OSU employees that make purchases and work with suppliers.

This 20-minute session is recommended for OSU employees that make purchases and work with suppliers.

This process is part of the supplier invoice process, which is part of Accounts Payable or AP. This course is meant to help staff that procure goods and services learn about the match exception process and the reasons when an invoice may go into a match exception status. This knowledge allows you to assist the suppliers you engage with to prevent or correct a match exception to be paid within the expected timeframe. We all play an important role in the procure-to-pay lifecycle when we purchase goods or services on behalf of the university.

This 25-minute recorded demonstration is intended for service center staff or others with the OnBase Accounts Payable (AP) Reporting access.  

After you complete this course you will be able to:

• Search for invoices in the OnBase Web Client
• Run the bi-weekly Line Review dashboard (AP BW Processing - Line Item Queue by Cost Center) to find unpaired lines
• Run the bi-weekly Electronic Data Interchange (EDI) Rejections dashboard (AP BW Processing - EDI Rejections (Cost Center)) to find invoices that were rejected at the EDI level, usually due to a line error

This 25-minute recorded demonstration is intended for service center staff or others with the OnBase Accounts Payable (AP) Reporting access.  

After you complete this course you will be able to:

• Search for invoices in the OnBase Web Client
• Run the bi-weekly Line Review dashboard (AP BW Processing - Line Item Queue by Cost Center) to find unpaired
  lines
• Run the bi-weekly Electronic Data Interchange (EDI) Rejections dashboard (AP BW Processing - EDI Rejections (Cost Center)) to find invoices that were rejected at the EDI level, usually due to a line error

Instructs users on how to create a Supplier Invoice Request. This 20-minute course reviews the Supplier Invoice Request process.