Training Requirements for Financials System Roles or Positions

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Job Responsibility / Financials’ System Role/workflow roleDescriptionPre-RequisitesRequired TrainingRecommended Training
Accounts ReceivableReceiving payments from customers for university products and services; Managing Receivables; How to provide goods and services on credit and how to work with earnings funds.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

GL 2A Journal Entry Initiator; GL3 Deposits; GL 5 Inquiry and TimesaversGL 1 Accounting Basics; GL 2B Spreadsheet Upload; GL 6 eReports; Deposit GL Experience; Earnings Operations at OSU; Accounts Receivable; Using General Ledger Reports; BuckIQ (Financial and HR)
Debits and CreditsFor those who need to know about basic accounting functions such as debits and credits. Holds limited value for individuals with an accounting background.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

 GL 1 Accounting Basic; Debits and Credits; Using General Ledger Reports; BuckIQ (Financial and HR)
Direct Retro DistributionFor those who need to make a funding change after a salary expense posted to the general ledger.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

Introduction to Human Resources and HR Systems; Funding Employees; HR Peoplesoft - Direct Retro Distribution curriculum ; B&F CoreN/A
EarningsManaging a unit that is an Earnings Operations; managing an Earnings Fund; need to record revenues, sales tax and expenses, establish fees, charges and budgets. 

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

GL 2A Journal Entry Initiator; GL3 Deposits; GL 5 Inquiry and Timesavers; GL 6 eReports; GL 7A Fund Accounting; GL 7B Budget and Fund Transfers GL 1 Accounting Basics; GL 2B Spreadsheet Upload; Budget and Fund Transfer GL Experience; Debits and Credits; Earnings Operations at OSU; Accounts Receivable; BuckIQ (Financial and HR); GL 10 Unrelated Business Income; Using General Ledger Reports; Tax Obligations and Compliance at OSU
Endowment and Gift FundsWorking with endowments or gifts donated to the university. Being a good steward of endowments or gifts. Need to know the difference between donated and research funds. Need to understand how to record endowment and gift funds in General Ledger.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

GL 7A Fund Accounting; GL 9 Endowments GL 1 Accounting Basics; Stewardship of Endowment and Gift Funds
JOB RESPONSIBILITY / FINANCIALS’ SYSTEM ROLE/WORKFLOWDESCRIPTIONPRE-REQUISITESREQUIRED TRAININGRECOMMENDED TRAINING

Purchasing/Procurement/ Payment Process

Need to purchase items for unit or make payments to vendors.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

N/AUniversity Expenditures Policy; The Procurement and Payment Process; P2P Overview
TaxesFor fiscal and financial professionals throughout the university who need to understand tax implications when making departmental decisions.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

N/ATax Obligations and Compliance at OSU
AM_equipment CoordinatorThe operator with this role will be able to add non-capitalized assets, update departmental asset information (custodian, location, etc.), and have limited access to AM reports.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

GL 8 Equipment CoordinatorUniversity Expenditures Policy (ILT); Surplus Property Management (ELT); The Procurement and Payment Process; Managing Your Department's Capitalized Equipment; P2P Overview
Surplus Initiator/Surplus ApproverThis role allows the user to initiate, approve and complete a disposal request in the Surplus Property Management System.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

Surplus Property Software - Disposal RequestsP2P Overview, Procurement and Payment Process, and Managing Your Department's Capitalized Equipment
Expenditure decisionsMaking university expenditure decisions.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

Business Expenditures University Expenditures Policy; The Procurement and Payment Process; P2P Overview
JOB RESPONSIBILITY / FINANCIALS’ SYSTEM ROLE/WORKFLOW ROLEDESCRIPTIONPRE-REQUISITESREQUIRED TRAININGRECOMMENDED TRAINING
ReconciliationReconciling departmental records with those detailed in General Ledger.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

GL 2AJournal Entry Initiator; GL3 Deposits; GL 5 Inquiry and Timesavers; GL 6 eReports; GL 7A Fund Accounting GL 1 Accounting Basics; GL10 Unrelated Business Income; Earnings Operations at OSU; The Reconciliation Process; Using General Ledger Reports; BuckIQ (Financial and HR)
Managing General FundsManaging 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 General Ledger.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

 GL 6 eReports; GL 7A Fund Accounting; GL 7B Budget and Fund Transfers; Budget and Fund Transfer GL Experience GL 1 Accounting Basics; GL10 Unrelated Business Income; Earnings Operations at OSU; The Reconciliation Process; Using General Ledger Reports; BuckIQ (Financial and HR)
Managing an earnings fundManaging a unit that is an Earnings Operations; managing an Earnings Fund; need to record revenues, sales tax and expenses, establish fees, charges and budgets.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

GL 2A Journal Entry Initiator; GL3 Deposits; GL 5 Inquiry and Timesavers; GL 6 eReports; GL 7A Fund Accounting; GL 7B Budget and Fund Transfers The Reconciliation Process, Earnings Operations at OSU, budget and Fund Transfer Gl Experience, Tax Obligations and Compliance at OSU
Working with capitalized equipmentThis professional will work with capitalized and non capitalized equipment and assets and will know how to track capitalized equipment in the Asset Management System. Responsible for managing equipment and assets.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

GL 6 eReports; GL 8 Equipment Coordinator Stewardship of Endowment and Gift Funds; Managing Your Department's Capitalized Equipment; BuckIQ (Financial and HR)
Managing receivablesAccounts Receivable; Receiving payments from customers for university products and services; Managing Receivables; How to provide goods and services on credit and how to work with earnings funds.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

GL 2A Journal Entry Initiator; GL3 Deposits; GL 5 Inquiry and Timesavers GL 1 Accounting Basics; GL 2B Spreadsheet Upload; GL 6 eReports; Deposit GL Experience; Earnings Operations at OSU; Accounts Receivable; Using General Ledger Reports; BuckIQ (Financial and HR)
job responsibility/financials' system role/workflow roleDESCRIPTIONPRE-REQUISITESREQUIRED TRAININGRECOMMENDED TRAINING
AP_Invoice ApproverThis role in combination with authorizations allows a user to review and approve invoice transactions.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

Purch1 Policy Overview; Purch 4 Inquiry; Purch 5 Approver University Expenditures Policy; The Procurement and Payment Process; P2P Overview
AP_PREP_FullCreate 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.)

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

PREPUniversity Expenditures Policy; The Procurement and Payment Process; P2P Overview
PO_Department_PCARD (Reallocator)This role allows the reconciliation of Pcard transactions for a department and is account specific.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

PCard 1:  Pcard Use; PCard 2:  PCard Administration University Expenditures Policy; P2P Overview; The Procurement and Payment Process
PO_PCARD_2ND_APPRV (Approver)A user assigned this role can approve departmental PCard transactions.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

PCard 1: PCard Use, PCard 2: PCard AdministrationUniversity Expenditures Policy; P2P Overview; The Procurement and Payment Process
Travel ArrangerAn individual who makes travel arrangements for a member of faculty or staff. 

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

Travel Policy; eTravel: Travel Arrangers; eTravel: Travel Payment RequestorUniversity Expenditures Policy
JOB RESPONSIBILITY/FINANCIALS' SYSTEM ROLE/WORKFLOW ROLEDESCRIPTIONPRE-REQUISITESREQUIRED TRAININGRECOMMENDED TRAINING
TR_TRAVEL_ARRANGER This role in combination with departmental security allows a user to create a travel request for faculty or staff of a particular department. B&F Core University Expenditures Policy 

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

Travel Policy; Institutional Data Policy; eTravel: Travel Arrangers; eTravel: Travel Payment RequestorUniversity Expenditures Policy
Travel Payment RequesterAn individual in this role manages a worklist initiates travel related payments such as cash advances, registration prepayments and reimbursements. This Financials role in combination with departmental security allows a user to create a payment request in the eTravel Application.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

Travel Policy;  eTravel: Travel Payment RequestorUniversity Expenditures Policy
Travel Request ApproverManages a worklist and approves travel requests in compliance with the Travel Policy.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

Travel Policy Training, eTravel: ApproversUniversity Expenditures Policy

Travel Payment Request Approver

 

Manages a worklist and approves payment requests in compliance with the Travel Policy. This Financials role in combination with departmental security allows a user to create a payment request in the eTravel Application. 

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

Travel Policy; Institutional Data Policy; eTravel:  Approvers University Expenditures Policy
TR_Payment_First_Approver This Financials role in combination with departmental security allows a user to create a payment request in the eTravel Application. First appprover is typically a business purpose approver.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

Travel Policy; eTravel:  Approvers University Expenditures Policy
JOB RESPONSIBILITY/FINANCIALS' SYSTEM ROLE/WORKFLOW ROLEDESCRIPTIONPRE-REQUISITESREQUIRED TRAININGRECOMMENDED TRAINING
TR_Payment_Second_Approver This Financials role in combination with departmental security allows a user to create a payment request in the eTravel Application. Second approver is typically a departmental budget approver.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

Travel Policy; Institutional Data Policy; eTravel:  Approvers University Expenditures Policy
TR_Payment_Adhoc_Approver This Financials role in combination with departmental security allows a user to create a payment request in the eTravel Application. Adhoc Approver is an alternate approver that can be selected from a drop down box. 

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

Travel Policy;  eTravel:  ApproversUniversity Expenditures Policy
TravelerTravels on university business and initiates a travel request.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

Travel Policy;  eTravel:  TravelerUniversity Expenditures Policy
PO_Delegated BuyerEnter purchase orders not to exceed 5K in value.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

Purch1 policy Overview, Purch2 Requisitioner, Purch3 Delegated Buyer, Purch4 Inquiry, Purchasing Experience, Delegated Buyer Final AssessmentThe Procurement & Payment Process, Managing Your Department’s Capitalized Equipment
PO_ReceiverThis role allows entry of 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.)

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

Purch1 Policy Overview; Purch2 Requisitioner; Purch3 Delegated Buyer; PURCH4 Inquiry; PURCH6 Receiver (ELT); Purchasing Experience Delegated Buyer; Delegated Buyer Final Assessment University Expenditures Policy; P2P Overview; The Procurement and Payment Process; Purchasing Experience Version 2; Managing Your Department's Capitalized Equipment
JOB RESPONSIBILITY/FINANCIALS' SYSTEM ROLE/WORKFLOW ROLEDESCRIPTIONPRE-REQUISITESREQUIRED TRAININGRECOMMENDED TRAINING
PO_Req_PO ApproverThis role allows entry of 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.)

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

Purch1 Policy Overview, Purch4 Inquiry, Purch5 ApproverUniversity Expenditures Policy; P2P Overview; The Procurement and Payment Process; Purchasing Experience Version 2; Managing Your Department's Capitalized Equipment
PO_RequisitionerThis role allows a user to create a request (i.e., requisition) for the purchase of goods or services.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

Purch 1 Policy Overview; Purch 2 Requisitioner; Purch 4 Inquiry University Expenditures Policy; P2P Overview; The Procurement and Payment Process; Managing Your Department's Capitalized Equipment; Purchasing Experience Delegated Buyer; Purchasing Experience Version 2
Bud_TransfersThis role allows users to access Budget Journal/Fund Transfer pages.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

GL 7A Fund Accounting; GL 7B Budget and Fund Transfers; Budget and Fund Transfer GL Experience GL 1 Accounting Basics; GL 2A Journal Entry Initiator; GL4 Approver; GL 5 Inquiry and Timesavers; GL 6 eReports; Debits and Credits; Using General Ledger Reports
Transfer Approver 1 & 2 (BUDGET)This role allows for review and approval of another user’s budget transfers. (Used in conjunction with associated workflow roles.)

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

GL 7A Fund Accounting; GL 7B Budget and Fund Transfers; Budget and Fund Transfer GL Experience GL3 Deposits; GL 5 Inquiry and Timesavers; Inquiry GL Experience; Initiator GL Experience; Debits and Credits; Using General Ledger Reports; BuckIQ (Financial and HR)
GL_DepositThis role allows a user to enter a deposit and generate the associated deposit slip.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

GL 3 Deposits  GL 1 Accounting Basics; GL 2A Journal Entry Initiator; GL4 Approver; 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; BuckIQ (Financial and HR)
JOB RESPONSIBILITY/FINANCIALS' SYSTEM ROLE/WORKFLOW ROLEDESCRIPTIONPRE-REQUISITESREQUIRED TRAININGRECOMMENDED TRAINING
GL_JournalThis role allows a user to enter journals, run basic processes and inquire on journals and perform natural encumbrances.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

GL 3 Deposits; GL 2A Journal Entry Initiator; GL 5 Inquiry and Timesavers; Inquiry GL Experience; Initiator GL Experience; Initiator Final Assessment GL 1 Accounting Basics; GL 2B Spreadsheet Upload; GL4 Approver; GL 6 eReports; GL 7A Fund Accounting; Deposit GL Experience; Debits and Credits; Using General Ledger Reports; The Reconciliation Process
Journal Approver 1 & 2This role allows for review and approval of another user's journal work. (Used in conjunction with associated workflow roles). 

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

GL 2AJournal Entry Initiator; GL 4 Approver GL 1 Accounting Basics; GL3 Deposits; GL 5 Inquiry and Timesavers; Inquiry GL Experience; Initiator GL Experience; Debits and Credits; Using General Ledger Reports; BuckIQ (Financial and HR)
AP_Data_Entry_ReadThis role allows read access to voucher information.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

N/AUniversity Expenditures Policy; Surplus Property Management; The Procurement and Payment Process; BuckIQ; GL 6 eReports; BuckIQ (Experience Session)
BUD_Earnings_Maintenance This role allows inquiry access to various chartfield elements.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

N/AThe Procurement and Payment Process; Earnings Operations at OSU; Debits and Credits; Using General Ledger Reports; Accounts Receivable; GL10 Unrelated Business Income
BUD_Earnings_Prep This role allows users to access Earnings Prep pages

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

N/AThe Procurement and Payment Process; Earnings Operations at OSU; Debits and Credits; Using General Ledger Reports; Accounts Receivable; GL10 Unrelated Business Income
JOB RESPONSIBILITY/FINANCIALS' SYSTEM ROLE/WORKFLOW ROLEDESCRIPTIONPRE-REQUISITESREQUIRED TRAININGRECOMMENDED TRAINING
BUD_General_Funds_Prep This role allows users to access General Fund Prep pages.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

N/AUsing General Ledger Reports
BUD_Plan This role allows users to access Plan Budget pages.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

N/ADebits and Credits; Using General Ledger Reports; BuckIQ (Financial and HR)
GL_Deposit_Summary This role will allow users to create the deposit summary report.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

GL 3 Deposits GL 1 Accounting Basics; GL 2A Journal Entry Initiator; GL4 Approver; 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; BuckIQ (Financial and HR)
GL_Report_Expert This role will allow users to schedule user requested reports.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

N/AUsing General Ledger Reports; BuckIQ (Financial and HR)
PO_Home_Page This role allows a user to make procurement Inquiries across several modules.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

Purch1 Policy Overview; Purch 4 Inquiry University Expenditures Policy; P2P Overview; The Procurement and Payment Process
JOB RESPONSIBILITY/FINANCIALS' SYSTEM ROLE/WORKFLOW ROLEDESCRIPTIONPRE-REQUISITESREQUIRED TRAININGRECOMMENDED TRAINING
Payment Cards Responsible for receipt of payment card information (e.g., credit, debit cards).

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

Payment Card Industry (PCI) Identity Theft Red Flags; GLBA
Credit Transactions Ensuring that identity theft does not occur during credit transactions.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

IDTRF (Identity Theft Red Flags) Payment Card Industry (PCI); GLBA
Student DataStaff with access to student financial and/or financial aid data. Responsible for protecting data including, but not limited to, the statement of account, social security numbers, bank account and routing numbers, tax return information, and credit history.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

GLBA (Gramm Leach Bliley Act) Identity Theft Red Flags; Payment Card Industry (PCI)
AM_ReadAllows users to veiw the Asset Management panels as well as inquiry access to Asset Management.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

N/AN/A
AP_InquiryGeneral inquiry for the Accounts Payable module. This role allows users to inquire about vouchers, payment and general vendor information in the system.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

N/AN/A
JOB RESPONSIBILITY/FINANCIALS' SYSTEM ROLE/WORKFLOW ROLEDESCRIPTIONPRE-REQUISITESREQUIRED TRAININGRECOMMENDED TRAINING
GL_InquiryThis role provides inquiry access for GL and Procurement.

B&F Core

Institutional Data Policy (IDP)-owned and required by the OCIO

N/AN/A
HR_OCA_DBT_ENTRY This role contains the ability to enter and process department budget table funding sources for new hires and for future effective funding source changes. No update or correction access. Introduction to Human Resources and HR Systems; Funding Employees; HR Peoplesoft - Direct Retro Distribution curriculum ; B&F Core Courses; Institutional Data Policy (IDP)-owned and required by the OCIODirect Retro Distribution Lab and Assessment
N/A
HR_OCA_RETRO_ENTRYCommitment Accounting Retro Distribution Entry role contains the ability to enter and process direct retro distributions on University & MedCenter expenditures, except for retro-distributions that are greater than 90 days with Office of Sponsored Project funding.Introduction to Human Resources and HR Systems; Funding Employees; HR Peoplesoft - Direct Retro Distribution curriculum ; B&F Core Courses; Institutional Data Policy (IDP)-owned and required by the OCIODirect Retro Distribution Lab and AssessmentN/A
HR_OCA_REVIEW_ACTUALS_DISTThis role has no update or correction access; Commitment AccountingIntroduction to Human Resources and HR Systems; Funding Employees; HR Peoplesoft - Direct Retro Distribution curriculum ; B&F Core Courses; Institutional Data Policy (IDP)Direct Retro Distribution Lab and AssessmentN/A