Division of Finance & Administration staff are available to provideÌýdepartmental trainingsÌýon any of the topics listed below.
AdditionalÌýfinance-related classes are offered through Professional Development & Training.
This reference guide lists key onboarding actions and resources for new business/financial management staff, as well as a checklist of monthly, quarterly, annual, and bi-annual financial management processes. Not all information will be relevant to everyone, depending on your individual role and assigned responsibilities.
Onboarding Tasks for New Business/Financial Management Staff
| TOPIC | DESCRIPTION | WHAT TO DO | RELATED DOCUMENTS |
|---|---|---|---|
| PeopleSoft access | Certain roles and security access must be granted in PeopleSoft FSCM in order to access and process certain business and financial transactions. | Ask your supervisor toÌýsubmit a PeopleSoft access requestÌýlisting the types of access needed. | NA |
| PeopleSoft Duo multi-factor authentication | Duo Security is a multi-factor authentication tool used by ¶¶Òõ̽̽ to protect sensitive information. Upon logging into PeopleSoft, you will be required to perform an additional authentication via push notification, SMS text, or phone call to a registered device. | Register forÌýDuo multi-factor authentication | NA |
| PeopleSoft Business Manager WorkCenter | The ¶¶Òõ̽̽ Business Manager WorkCenter in PeopleSoft Financials organizes most of the relevant pages, reports, and queries that business managers need in one central location. | Log in toÌýÌýand access the WorkCenter from the FSCMÌýhomepage | FSCM Busines Manager WorkCenter User Guide (PDF) |
| PeopleSoft Basics | This introductory class is recommended for all new business and financial staff. | Register throughÌý | |
| CATSKILL listserv | The Division of Finance & Administration communicates with the University financial management community through the CATSKILL listserv. | NA | |
| Axiom access | Axiom is ¶¶Òõ̽̽'s budgeting and management-level financial reporting system. | Ask your supervisor to indicating whether Reporting, Single-Year Budgeting/Salary Planning, and/or Multi-Year Budgeting/Salary Planning access is needed. | NA |
| PurCard User training | Online training is required before a ¶¶Òõ̽̽ PurCard can be issued to an individual. | Complete and submitÌýPurCard application. Access to online (Blackboard) training and instructions are provided once PurCard application is approved. | |
| Purchasing and requisitions | Users must successfully complete an online knowledge assessment before being granted access to the PeopleSoft ePro requistioning module. Topics covered include: purchasing/payment methods, required approvals based on purchase price threshold, requests for proposals (RFPs), contracts/agreements, and employee vs. independent contractor determination. | Ask your supervisor to lÌýthat includes the default "ship-to" location and default chartstring. Further instructions will be provided directly to the new user. | |
| ¶¶Òõ̽̽ financial policies and procedures | ¶¶Òõ̽̽ has a complex business and financial operating environment. New financial management staff should familiarize themselves with the following topics:
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| See "what to do" |
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Monthly Financial Processes
Quarterly Financial Processes
| TOPIC | DESCRIPTION | WHAT TO DO | RELATED DOCUMENTS |
|---|---|---|---|
| General Fund & Gift/Endowment Certification | Deans and vice presidents certify quarterly their units’ budget-to-actual expenditures and explain variances from expected budget conditions in a report to the Vice President for Finance. | Unit senior business officers should run the Axiom Summary-by-Fund Report for Fund 100 and/or Fund 3xx |
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Annual & Biannual Financial Processes
| TOPIC | DESCRIPTION | WHAT TO DO | RELATED DOCUMENTS | FREQUENCY |
|---|---|---|---|---|
| Space Inventory | Departments update information about (1) space ownership and occupancy, and (2) activities occurring within spaces. | Review and update space inventory | Space Inventory website | Annually |
| Year-End Closing | University budget managers are responsible for verifying that transactions on all funds are recorded accurately. Transactions must also be in accord with the chartstring's established purpose and budget. |
| Year-End Closing | Annually |
| Private business use compliance training | Bi-annual training is required for all administrators of units that benefit from tax-exempt bond proceeds and bond-financed property to ensure compliance with University policy. | Access online private business use training | Post-Issuance Compliance Policy for Tax-Exempt and Tax-Credit Bonds (PDF) | Every 2 years |
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