New Employees

New Employees

New employees bring life and energy to our organization. In CFAES, however, many of our employees have great longevity with the organization and we all fall into habits of speaking in acronyms, assuming people know certain terminology and forgetting to start at the beginning when new employees ask questions. As a new employee you should be bold, and ask people to explain things you don’t understand. Research questions on the internet and verify with co-workers if your research yielded the correct answers. You should also seek training wherever it is available and take notes when something is explained that you do not understand. This page will help to guide you to the resources that are available for new employees – but things change quickly so be sure to ask questions if you get new or different information!

This guide is intended for Fiscal/Finance roles and does not encompass Human Resources requirements that might be part of your job duties. Visit the HR site for CFAES for contact information. http://hr.cfaes.ohio-state.edu/

Step 1: Understanding your role

You are told you have some financial responsibilities – but what does that mean? Different resources are available for our common financial roles and going too deep or not far enough in training can create confusion. So your first step is to know what your responsibilities will be – your supervisor should be able to help you with that.

Common Financial Roles – Which role(s) applies to you?

Approver: Typical Job Titles: Unit Directors, Leaders, Managers, Department Chairs, Business Managers

An approver is someone who will be responsible for business purpose approvals or budget approvals for financial transactions.

Initiator: Typical Job Titles: Support Staff – Office Associates, Office Assistants, Fiscal Associates

An initiator is someone who will be researching purchases that need to be made, selecting vendors and submitting transactions for purchasing and processing. This person will also likely be the Purchasing Card (PCard) Manager.

Reconciler: Typical Job Titles: Support Staff – Office Associates, Office Assistants, Fiscal Associates, Fiscal Managers

This person is usually a primary financial contact and will do things like reconcile financial statements, reconcile bank statements, reconcile credit card transactions.

General Employee: Typical Job Titles: Educator, Professor, Program Assistant, Graduate Research Assistant, Student employee

To some extent nearly all employees will have a financial responsibility even if only to track the budget assigned for their position or purchase their own program supplies. This person would not have primary responsibility for financials for the unit, but may still need access to basic university systems, know university travel policy and know their Chartfield (chart of accounts).

Some users will go beyond these basic roles – if you start to hear things like you are the Journal/Transfer/Deposit Initiator or Approver or you are the Surplus/Equipment/Asset Coordinator then you likely have a more in depth financial role. Contact your supervisor or the Finance Service Center for help managing those additional roles.

Step 2: Find out the basics

Identify your ORG (Organization) Number

Ask your supervisor what ORG number(s) you are assigned to. This five digit number will allow you to complete the next step in identifying your Finance Service Center Representative. This will also be the number you use to approver, initiate, reconcile or submit transactions.

Identify your Service Center Representative

Visit this website https://cfaesfinance.osu.edu/about-us and click on

CFAES Finance Service Center Representative List by ORG  - find the Service Center Representative for your ORG and the PCard Reallocator for your Org. The SC Representative will be your starting place for questions that you aren’t able to get answered by your colleagues.

Talk to your co-workers about norms in the office

Ask questions like – when I need supplies where do I go to find them? Who typically orders them? What approvals are needed before initiating?  Find out if you have budget limitations from your supervisor and ask how you track those.

 

Step 3: Dive into training

The following table provides the list of required and recommended training for employees based on their financial role.

Links to the training tools are available here:

  • Buckeye Learn: https://buckeyelearn.osu.edu

    • This is a University-wide training site where you can find and enroll in training modules that are required by the Office of the CIO for specific types of financials systems access. It is easiest to find a specific training by searching the name listed below in the search box from the Buckeye Learn homepage.

  • YouTube: https://www.youtube.com/channel/UCnGLT-7t2RIUzyfifn43WTw

    • These are in-depth trainings created by FAES Finance for FAES employees. These are not required for access, but highly encouraged.

 

 

Financial Roles

Course

Method

General Employee

Initiator

Approver

Reconciler

Financial
Onboarding

Online

Buckeye Learn

Recommended Recommended Recommended Recommended

FAES New Fiscal
Employee Training

Online

You Tube

Recommended

Recommended Recommended Recommended

Institutional Data Policy [PY4]

Online

Buckeye Learn

Required

Required

Required

Required

Business Responsibilities

Online

Buckeye Learn

Recommended

Required

Required

Required

Internal Controls

Online

Buckeye Learn

Recommended

Required

Required

Required

Understand and Prevent Fraud

Online

Buckeye Learn

Recommended

Required

Required

Required

Business Expenditures

Online

Buckeye Learn

Recommended

Required

Required

Required

Travel Policy Training

Online

Buckeye Learn

Recommended

Required

Required

Required

eTravel: Travel Arrangers

Online

Buckeye Learn

 

Required for Travel Arrangers

 

 

eTravel: Travel Approver Payment Approver

Online

Buckeye Learn

 

 

Required for Travel Approvers

 

PCard 1 PCard Use

 

Online

Buckeye Learn

 

Required for PCard Managers

Recommended

 

Payment Card Industry (PCI) Training for all employees in those units with a payment card terminal or for employees with access to an online payment processor

Online

Buckeye Learn

Required

Required

Required

Required

 

Training Offered by CFAES to help with policies and procedures

All of these videos are available on YouTube https://www.youtube.com/channel/UCnGLT-7t2RIUzyfifn43WTw

 

Financial Roles

Course

General Employee

Initiator

Approver

Reconciler

eRequest Beginner

Recommended

Recommended

Recommended

Recommended

Travel – Mileage

Recommended

Recommended

Recommended

Recommended

ERequest Mileage

Recommended

Recommended

Recommended

Recommended

 

Basic Accounting

 

Recommended

Recommended

Recommended

Deposits

 

Recommended

Recommended

Recommended

University Travel

 

Recommended

Recommended

Recommended

Buying Tools

 

Recommended

Recommended

Recommended

Internal Orders

 

Recommended

Recommended

Recommended

PCard

 

Recommended

Recommended

Recommended

Convenience Order

 

Recommended

Recommended

Recommended

Advanced eRequest

 

Recommended

Recommended

Recommended

Special Buying Considerations

 

Recommended

Recommended

Recommended

RegOnline

 

Recommended

Recommended

Recommended

 

Budget

 

 

Recommended

Recommended

Equipment

 

 

Recommended

Recommended

Grants and Contracts Finances and Processes

 

 

Recommended

Recommended

 

Accessing eReports

 

 

 

Recommended

Reading eReports

 

 

 

Recommended

eReports Reconciliation

 

 

 

Recommended

PI Portal Monthly Statements

 

 

 

Recommended

Download Older eReports

 

 

 

Recommended

TAS (The Advancement System)

 

 

 

Recommended

PeopleSoft

 

 

 

Recommended

Reconcile PO Invoices

 

 

 

Recommended

These courses are specifically for County Extension Offices

County Budgets

 

 

Recommended

Recommended

Local Checking Account

 

 

Recommended

Recommended

 

Step 4: Get Access

Your position may require specific access roles in our financials software that are only granted upon request. If you will be initiating requests (eRequest/eTravel) on behalf of others, approving transactions, reconciling financial statements or other special roles, please complete the Financial Systems Access Request Form to gain the correct access.

 

Step 5: Ask Questions

If after going through training and working with your co-workers and supervisor you still have unanswered questions reach out to the Finance Service Center for help. Schedule an appointment with Jesse Buxton for a couple of hours to go over your questions and to get an overview of your particular responsibilities. It will be worth the time and travel to Columbus to give you confidence in your new position.

Finally, be patient with yourself. Getting a full handle on fiscal responsibilities can take up to a year. It is ok to keep inquiring if you aren’t sure even if you have been here a while.

Resources: Training

Questions: Joe Tobias

page last updated 8/8/17