Financial Training

We provide relevant, current training on the university’s financial policies, procedures, systems to interested employees. If you're not sure where to begin or need to find additional information, view our Frequently Asked Questions.

View Training Requirements for Financials System Roles

Online Courses

After viewing a course description, please click on "Register for this course" to access the BuckeyeLearn system.

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Core Courses

Business Responsibilities

*Required when requesting access to Financial systems

Describes stewardship, and what it means to be at a public institution. Includes The Ohio Ethics Law, conflicts of interest, public records, confidential information, internal controls and fund accounting.

This 20 minute course helps new employees understand and demonstrate that it is every employee’s responsibility to conduct themselves in an ethical manner that shows good stewardship of public funds.

Click the link below to access BuckeyeLearn.  Search for B&F Core and request this curricula.  Open the B&F Curricula to find this class.

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Financial Onboarding

This 21-minute digital story eLearning is a high level overview of the financial systems, process, policies and offices at The Ohio State University. It is meant to provide a general introduction for any university employee, although is targeted to those with fiscal or financial responsibility.

It may be necessary for you to turn off pop-up blockers for you to view this eLearning. Recommended browsers for using this eLearning are Google Chrome or Internet Explorer 11 or later. An audio transcript of this course may be downloaded by viewing the details link of the course on your transcript in BuckeyeLearn. It is listed under the heading "Resources." If you need assistance learning to navigate this course, please select the question mark button.

Click the link below to access BuckeyeLearn.  Search for B&F Core and request this curricula.  Open the B&F Curricula to find this class.

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Internal Controls

*Required when requesting access to Financial systems

Explores what internal controls are, such as, the basic requirements, key concepts and who is responsible for internal controls.

Click the link below to access BuckeyeLearn.  Search for B&F Core and request this curricula.  Open the B&F Curricula to find this class.

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Understand and Prevent Fraud

*Required when requesting access to Financial systems

Answers questions regarding what is 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.

Click the link below to access BuckeyeLearn.  Search for B&F Core and request this curricula.  Open the B&F Curricula to find this class.

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Business Expenditures 

*Required when requesting access to Financial systems

Covers general information about expenditures. Includes specifics about expenditures on alcohol, meals, entertainment, recruiting, employee recognition, professional dues/subscriptions, personal telephone use and control over expenditure of gifts.

Click the link below to access BuckeyeLearn.  Search for B&F Core and request this curricula.  Open the B&F Curricula to find this class.

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Asset Management

General Ledger (GL) 8 Equipment Coordinator

Provides the basic knowledge and skills needed to perform the role of Equipment Coordinator for the UNIV and OSURF Business Units in the Financials system. After completing this course, participants will be able to define capitalized and non-capitalized assets and explain the responsibilities of the Asset Management Department, Equipment Coordinators and Equipment Custodians. The process for updating assets in the Financials system is explained using animated demos.

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General Ledger

GL 1 Accounting Basics

Introduces the basic accounting concepts related to the General Ledger in the Financials system. After completing this course, participants will be able to explain the relationship between Balance Sheet and Income Statement categories, use the Debits and Credits Guide, and interpret a university accounting style report.

Topics Covered:

  • A Balance Sheet is the financial statement that shows a university department’s financial position as of a point in time. The Income Statement summarizes the earning and spending activity for a period of time.

  • On the Balance Sheet, assets reflect what is owned. Liabilities reflect what is owed.

  • Debits and credits are used to make changes to, and state the amount of, financial statement items.

  • 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.

  • Accounting style reports present the information using debits and credits.

Length: Varies by Learner

Audience: Financial Users and those who need an understanding of accounting basics.

For a more friendly screen reader experience, after registering for this training, go to your transcript and select the drop-down arrow next to the Launch button, select View Training Details, and then select the Resources link.

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GL 2A Journal Entry Initiator

Introduces the basic concepts of processing journal entries in the Financials system. After completing this course, participants will be able to describe the responsibilities of a Journal Entry Initiator, identify the components of the ChartField, process a journal entry, identify reasons that journal entry errors occur and explain the purpose of Interdepartmental Billing (IDB) journal entries.

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GL 2B Spreadsheet Upload

Describes the spreadsheet upload process for making journal entries into GL in the Financials system. After completing this course, participants will be able to prepare the Departmental Spreadsheet and complete a Spreadsheet Upload template to successfully upload journal entries. Once the journal entries are uploaded, they will be able to review and modify as needed.

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GL 3 Deposits

Introduces the basic concepts of processing Deposit journal entries in the Financials system. After completing this course, participants will be able to describe responsibilities when making deposits, explain the difference between Deposit and Other Bank Activity (OBA) journals, describe when each deposit method is used, and explain the steps in the process for making Deposit journal entries.

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GL 4 Journal Entry Approver

Describes the responsibilities and steps for approving and posting journal entries in the Financials system. After completing this course, participants will be able to explain how workflow is used in the Financials system, access a Worklist, approve or deny journals, and explain which changes to a journal will restart workflow.

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GL 5 Inquiry and Timesavers

Explains when and how to use each of the General Ledger inquiry tools and several helpful Timesavers in the Financials system. After completing this course, participants will be able to explain the differences between the three primary inquiry tools, identify the best use for each tool, inquire on journal entries, and use Timesaving tools to improve the accuracy of entering transactions.

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GL 6 eReports

Teaches General Ledger users how to access and navigate eReports. After completing this course, participants will be able to identify three categories of reports, download Standard Monthly Reports, set parameters to run ad hoc reports, work with pivot tables and save reports as Excel files. Demos are included for each type of report as well as instructions on how to work with a pivot table.

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GL 7A Fund Accounting

Introduces the basic concepts of fund accounting at the university. After completing this course, participants will be able to identify the seven different types of funds, define Current and Non-Current Funds including unrestricted and restricted, and describe the difference between Endowment Principal and Endowment Income and Expense. The final sections of the course introduce concepts about budget and fund transfers by describing what budget means by type of fund and explaining how funds are transferred between Fund groups.

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GL 7B Budget and Fund Transfers

Describes the basic concepts of processing Budget and Fund Transfers in the Financials system. After completing this course, participants will be able to describe the responsibilities of a Transfer Initiator, explain when each Transfer type is used, and be able to use the Transfer Account Values Matrix to determine the appropriate To and From accounts to use for each Fund Transfer. In addition, the steps for entering a General Fund Spending Authority (GFSA) Transfer, Present Budget Allocation (PBA) Transfer, and Fund Transfer are described. There is also a tab to describe the process for approving or denying transfers.

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GL 9 Endowment Funds

This course discusses basic and intermediate level concepts about endowment funds at the university, including endowment distributions and reporting. Topics included in this course describe stewardship responsibilities of managing endowment principal funds, the distribution calculation of the Long-Term Investment Pool and other issues in managing endowment distributions and analyzing reports.

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GL 10 Unrelated Business Income (UBI)

This course defines what UBI is and how to properly identify it within a university earnings operation. It explains the reasons why the University must comply with IRS UBI regulations. The course also describes the requirements and circumstances that define whether your earnings fund is considered UBI and identifies examples and exclusions of UBI.

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PCard 

PCard 1: PCard Use

This course provides an overview of the proper use of the PCard and the specific responsibilities of the Card Manager and Cardholder. After completing this course, participants will be able to identify the applicable procurement method for purchasing goods and services on behalf of the university, understand the established limitations and restrictions associated with using the PCard, and maintain the appropriate transaction documentation to support the business need of the purchase. 

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PCard 2: PCard Administration

This course outlines the roles and responsibilities of the Service Centers, Reallocators and Approvers that administer PCard transaction documentation. In addition, the course offers the basic steps for reallocation and approval in the Financials system. After completing this course, participants will be able to perform system processes and attend to the operational functions necessary to document PCard transactions.

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Purchasing

Purch1 Policy Overview  

Provides an overview of university procurement methods and policies related to purchasing on behalf of the university. After completing this course, participants will be able to explain relevant policy guidelines and list the methods available to purchase goods and services.

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Purch2 Requisitioner

Describes the responsibilities of a Requisitioner and explains the procurement process. After completing this course, participants will be able to enter an eStores requisition and a standard requisition, describe the steps in the requisition process, and use the Procurement ASSIST pages as a reference for processing all the variations of requisitions. Information about OSP Purchasing is included to explain any differences in specific procedures.

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Purch3 Delegated Buyer

Introduces the steps for processing a purchase order in the Financials system including how to enter, dispatch, modify (as needed) and close a standard purchase order. After completing this course, participants will be able to define the responsibilities of a Delegated Buyer, describe the steps in the purchase order process, and use the Procurement ASSIST pages as a reference for processing all the variations of POs.

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Purch4 Inquiry 

Provides an overview of the procurement inquiry tools. After completing this course, participants will be able to identify and use the Procurement Inquiry tools, and leverage the selection criteria fields to get more specific results.

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Purch5 Approver

Provides an overview of the approval process in the Financials system. After completing this course, participants will be able to describe the responsibilities of an Approver, use the Worklist to approve/deny transactions and add comments to explain why a transaction is being denied.

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Purch6 Receiver

Provides an overview of the receiving process in the Financials system. After completing this course, participants will be able to explain the benefits of the Central Receiving process and when a supplier may deliver directly to the department. They will also be able to describe the receiving process, identify the steps for entering different types of receipts, enter comments on a receipt and receive partial shipments or damaged goods. Please note: with the introduction of Central Receiving, very few individuals need this course and associated security role. 

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Systems

PREP

Explains how to process payment requests in the Financials system. After completing this course, participants will be able to locate a business unit’s payment request policies, describe the difference between types of payment requests, enter payment requests, request a new vendor or a vendor update, and determine the status of a payment request.

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BuckIQ for the Financials Professional

Gain knowledge of the basics of using BuckIQ, a web-based business intelligence tool that allows users to obtain interactive, real time reports to make effective, informed decisions based upon standardized data. This 30-minute course covers topics such as how to select criteria to run reports, configuring dashboards, and printing and exporting reports.  Learn basic navigation and how to gain access to reports in this innovative tool.

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Travel

Travel Policy Training

This course provides an overview of the university’s Travel Policy. After completing this course, user will be able to demonstrate accountability for incurring and processing travel expenses and describe the importance of acquiring approval documentation (e.g. “T” number) for university business travel.

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eTravel: Travelers 

This course provides a general introduction to the eTravel system for travelers that want to initiate their own travel requests. 

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eTravel: Travel Arrangers 

This course provides a general introduction to the eTravel system and the travel request process. After completing the course, travel arrangers will be able to enter/submit travel requests for business travel on behalf of faculty, staff, students and guests.

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eTravel: Payment Requestors 

This course provides a general introduction to the eTravel system and the payment request process. After completing the course, payment requestors will be able to initiate travel related payments such as cash advances, registration prepayments and reimbursements.

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eTravel: Approvers 

This course provides a general introduction to the eTravel system and defines the approver’s responsibilities. After completing this course, approvers will be able to manage a worklist and approve travel or payment requests in compliance with Travel Policy.

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Workshop Sessions

General Ledger (GL) Sessions 

Debits and Credits

This two-day workshop (4 hours each day) introduces participants to debits and credits, known as the “language of accounting.” This session is targeted to fiscal and financial professionals who need to interpret and analyze university financial reports as well as for those who make financial entries into the financials systems. The session also serves as a refresher for those who need to brush up on their understanding of debits and credits. Topics include financial statement items and definitions, interpreting entries to the university’s financial statements (income statement and balance sheet), and how to utilize the university’s debits and credits guide. Several in-class exercises are utilized.

Note: Debits and credits can be counterintuitive and difficult to understand. Therefore, concepts are repeated throughout the training. Additional training and study may be needed for those not familiar with debits and credits in an accounting context.

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The Reconciliation Process

This one and a half day workshop presents both the bookkeeping and managerial aspects of the reconciliation process in order to reconcile departmental records to reports from the university General Ledger. This session is targeted to fiscal and financial professionals throughout the university. Topics include internal controls, recognizing and correcting errors, university reports and documentation needed to complete required reconciliation duties, personnel and non-personnel reconciliation procedures, record retention, and various related topics. Several in-class exercises are utilized.

Note: This workshop does not include Wexner Medical Center (i.e., hospital) or Office of Sponsored Programs (OSP) reconciliation procedures.

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Using General Ledger Reports

This one and a half day workshop is designed to describe each of the Standard Monthly Reports from the University’s Central accounting system or “General Ledger”. This session is targeted to fiscal and financial professionals throughout the University. 

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Purchasing Sessions

Managing Your Department's Capitalized Equipment

This four hour workshop explains the policies and procedures that must be followed with tracking a department's capitalized equipment (equipment with a value of $5,000 or more).  This session is targeted to Equipment Coordinators, Equipment Custodians, and Department Business Officers.

Topics include roles and responsibilities; the life-cycle of a typical equipment item; compliance with governmental/other regulations; and audits. 

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Procurement and Payment Process

This one day workshop explains the procurement and payment process at Ohio State. Topics include paying against purchase orders and convenience orders; processing invoices, credit memos, and payment requests; as well as honoraria and other payments to individuals.

This session presents fiscal procedures which include paying against purchase orders and convenience orders; processing invoices, credit memos, and payment requests; as well as honoraria and other payments to individuals.

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Asset Management

Managing Your Department's Capitalized Equipment

This four hour workshop explains the policies and procedures that must be followed when tracking a department’s capitalized equipment (equipment with a value of $5,000 or more). Topics include roles and responsibilities; the life-cycle of a typical equipment item; compliance with governmental/other regulations; and audits. Recommended for Equipment Coordinators, Equipment Custodians, and Department Business Officers.

Topics include roles and responsibilities; the life-cycle of a typical equipment item; compliance with governmental/other regulations; and audits. 

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Travel Sessions

Travel Workshop (Introductory)

This two-and-a-half hour travel workshop explains the basics of business travel for Ohio State; covering the Travel Policy and specific travel resources for developing a travel budget and initiating the Travel Request for Authorization.  In addition, the session includes a demonstration of travel booking through the university's preferred Travel Agency and their online booking tool for air, hotel, and rental car.  This workshop is available as classroom training or recorded webinar.  It is targeted to the new traveler, arranger, or those participants interested in a refresher in the basics of traveling on behalf of Ohio State.

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Travel Workshop (Advanced)

This two-hour travel workshop provides a more advanced demonstration of the systems used for business travel for Ohio State (Concur, eTravel, etc.).  In addition, a portion of the session will be set aside for collaborative discussion regarding Travel Policy, Expense Payment Tools, industry updates, and best practice techniques for university business travel.  This workshop (classroom) is targeted to the experienced traveler, arranger or those participants with a good understanding of the Travel Policy and familiarity with the eTravel system and Concur booking tool.

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Additional Financial Sessions

Accounts Receivable

This one day workshop explains how to proceed when providing goods and services on credit. This session is targeted to any university employee who works with earnings funds that extend credit to external customers.

Topics include payment and credit extension considerations, transaction flow for receivables, different types of receivables, and using the Student Information System (SIS) for uncollected receivables.

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Earnings Operations at OSU

This two day workshop presents the rules and procedures used in managing a university earnings operation. This session is targeted to fiscal and financial professionals throughout the university.  

Topics include the characteristics of earnings funds; reading the reports; recording revenues, sales tax and expenses; establishing fees/charges; and budgeting. 

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Stewardship of Endowments and Gift Funds

This one day workshop explains how to manage endowment and gift funds from the perspectives of Development and Endowment Administration.  This session is targeted to any University employee who works with endowment or gift funds.

Topics include setting up endowment and gift funds; differences between donated funds and research funds; tax-related issues; and how to record endowment/gift funds in the General Ledger.

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Tax Obligations and Compliance at OSU

This half-day workshop focuses on the tax obligations of the university.  It is designed to acquaint you with the tax impacts of decisions made at the departmental level. This session is targeted to fiscal and financial professionals throughout the university.  

Topics include sales tax, unrelated business income tax, and gifts/contributions/fundraisers. 

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Experience Sessions

General Ledger (GL) Experience

Initiator/Inquiry GL Experience

This three hour session provides an opportunity for hands-on learning that allows participants to create general journal and IDB journal entries and gain experience using different inquiry methods and time-saver tools within the training environment. This session is targeted to financial users who are going to take the Initiator Final Assessment ito get the journal entry role in the Financial system. 

Users will get a quick review of the Journal Initiator online course and practice several journal entries to prepare for the Journal Initiator Final Assessment.

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Deposit GL Experience

This three hour session provides an opportunity for hands-on learning and allows participants to create Deposit and OBA entries within the training environment. This session is targeted to financial users who need to get the deposit role in the Financial system. 

Users will learn about various types of deposits, how deposits are made, including IDD and electronic deposits and what policies apply to them.

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Budget and Fund Transfer GL Experience

This two hour session provides an opportunity for hands-on learning and allows the participants to use the budget and fund transfer tools within the training environment.  The session is targeted to financial users who need to get a budget and fund transfer role in the Financials system.

Users will view the Financial system pages, complete entry fields, use the lookup feature, identify the fields with default values, and become familiar with the navigational features.

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Purchasing Experiences

Purchasing Experience - Delegated Buyer/Requsitioner

This three-hour session provides hands-on learning and allows participants to create requisitions and purchase orders in the training environment. This session is targeted to financial users who are going to take the Delegated Buyer Final Assessment to get the Delegated Buyer role.  At this session, participants will request to take Purchasing Experience 2 and the Delegated Buyer Final Assessment.  The Senior Director of Purchasing myst approve the request for the role after passing the final assessment.  

Users will view the Financial systems pages, work on requisition and purchase order scenarios, complete entry fields, access inquiry fields, and become familiar with the navigational features.

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Purchasing Experience 2 - Delegated Buyer/Requisitioner

In this three hour session, facilitators will walk through several requisition and purchase order scenarios.  This session is targeted to financial users who are going to take the Delegated Buyer Final Assessment. 

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Final Assessments

To register to take a Final Assessment, please visit BuckeyeLearn.

Initiator Final Assessment

The Final Assessment will include questions and problems to solve based on typical day-to-day assignments of an Initiator. Participants will create several general journal entries (JRNL) and Interdepartmental billing (IDB) journal entries using the training database. The results will be reviewed for accuracy and appropriateness. Users must score an 85% or higher to get the journal entry role int he Financials system.

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Delegated Buyer Final Assessment

The Final Assessment includes questions and problems to solve based on typical day-to-day assignments of a Delegated Buyer. For example, a Delegated Buyer trainee will create several purchase orders and requisitions in the training database that will be reviewed for correctness and appropriateness.