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Budget & Finance Training

Access Budget & Finance training material and links to additional resources

The trainings and resources below will help you acquire the knowledge, skills, and abilities to navigate UC San Diego's diverse financial landscape with precision. These resources are your gateway to excelling in your role as you manage the university’s finances.

Finance Training Program

We are thrilled to present the first course in the Finance Training Program, which is now available! Stay tuned as additional courses become available in the next year.

Click below to learn more!

Course 1: Oracle Foundations

The first course, Oracle Foundations, will cover essential knowledge about Oracle's underlying structures and processes. It is highly recommended for all Oracle users.

Access the course on the UC Learning Center!

Below is a roadmap which outlines the various modules which make up the course:

A roadmap showing the three modules leading up to a final assessment, followed by a road sign that reads "next course."

Each course must be completed sequentially and will culminate in a final assessment:

Module 0: Welcome: OFC and reporting navigation basics

Module 1: General Ledger and Subledgers: How OFC is structured and information flow 

Module 2: Chart of Accounts and Chartstrings: Basics of transacting in the General Ledger

Module 3: Intro to Project Portfolio Management (PPM): POET(AF) and project attributes

If you complete the survey at the end of this course between now and the end of June, you will be eligible to win one of the monthly drawings for a Visa gift card. Winners of the drawing will be announced in upcoming Weekly Digests. 

Future Courses

The table below highlights the 2024-2025 projected training roadmap. 

Course Modules/Topics Tentative Release
Fundamentals of Accounting
  • Introduction to Government Accounting
  • Overview of Financial Accounting
  • Advanced Considerations in Government Accounting
July 2024
Intermediate Concepts in PPM
  • Costs and Commitments
  • Cost Transfers
  • PADUA
  • Managing General Projects
October 2024
General Ledger Balance Reporting
  • Managerial Reporting
  • Managerial Hierarchies
  • Managing Projects in the General Ledger
  • Departmental Operational Reports
TBD
Award Management
  • Federal Guidance
  • Award Setup
  • Special Topics: Cost Share, Program Income
  • Sponsored Project Reporting
  • Award Closeout
TBD
Payroll
  • UCPath Labor Ledger
  • Labor Ledger to Oracle Integration
  • Default Project Reconciliation
TBD
Intermediate Concepts in GL
  • Journal Entries
  • Understanding GL Balances
  • Understanding Accruals
  • Period Close
TBD
Billing and Receivables
  • Introduction to Billing and Receivables
  • PPM Contract Billing
  • Receivables Billing
  • Receiving Payments
TBD 
Advanced Topics and Special Considerations
  • Service Agreements
  • Recharge Centers
  • Internal Controls and Monthly Reconciliation
TBD 
Cash Management
  • Introduction to Cash Management
  • Payment Card Industry
  • Federal Letter of Credit
TBD 

Introductory Courses

Introductory courses provide high-level instruction covering basic financial terms and concepts, policies and procedures, system navigation, and transactional overviews.

Introductory training is advised for all department preparers with Oracle standard roles -e.g., Fund Managers, Fiscal Assistants, Financial Analysts, and Administrative Assistants

Introductory eCourses

These Oracle and Concur courses are short in duration and serve as module overviews with new system terminology. eCourses should be viewed prior to watching advanced training courses or registering for instructor-led classes.

Domain Training  Description Recommended Participants
Procurement University Procurement Card Program Procurement Card Use and Benefits, Program Guidelines, and Cardholder Responsibilities (17 mins)
  • Approved Cardholders
Procure to Pay PaymentWorks Webinar Session provides an overview of PaymentWorks navigation as well as the registration process. 
(56 mins)
  • Administrative Assistant
  • Financial Analyst
  • Fiscal Assistant
  • Fund Manager
  • Fund Financial Managers

Oracle: Buying and Paying for Goods and Services

UC Learning Registration: Oracle: Buying and Paying for Goods & Services

Training Office: Integrated Procure-to-Pay Solutions

Course Details: Instructor-led training/ 2 hours

Recommended Participants: Anyone that prepares purchase order requisitions in Oracle Procurement to buy goods or services for their department.

Course Overview: This course will be especially valuable for employees who want to further their understanding of buying on campus. Instruction will involve an introduction to Oracle Procurement as well as hands-on practice and feedback to gain valuable, practical experience. Intended for fiscal administrators, fund managers and financial managers who are familiar with sponsored award management on campus and would like to learn about more advanced buying terminology and concepts.

  • Shopping for and purchasing goods and services
  • Searching across UC San Diego requisitions and POs
  • Closing POs
  • Processing NonPO payments through Oracle Procurement
  • Checking PO and NonPO invoice status
  • Receiving credits through refund checks

Self-Help Resources: 

UC San Diego Travel: Before You Go

UC Learning Registration: UC San Diego Travel: Before You Go

Training Office: Integrated Procure-to-Pay Solutions

Course Details: Instructor-led training/ 1.5 hrs

Recommended Participants: Travel Arrangers, Delegates, Travelers and Financial Managers

Course Overview: The course will include an in-depth explanation of topics covered in the Concur Travel and Expense eCourse. This course will be especially valuable for employees who travel or book business travel and want to further their understanding of travel preauthorization and UC San Diego's instance of Concur Travel booking tool. Intended for travel arrangers, delegates, travelers, and financial managers who are familiar with Travel Policy G-28 and would like to learn about more advanced Concur Travel terminology and concepts.

  • Review the process to request travel preauthorization via Concur Request
  • Be able to request a new University Travel & Entertainment Car
  • Learn how to book travel via Concur Travel

Self-Help Resources: 

UC San Diego Travel: Reporting Expenses

UC Learning Registration: UC San Diego Travel: Reporting Expenses

Training Office: Integrated Procure-to-Pay Solutions

Course Details: Instructor-led training/ 1.5 hrs 

Recommended Participants: Travellers, Preparers, and Approvers 

Course Overview: Those involved in the process of trip reconciliation for business travel at UC San Diego, including travelers, preparers (Concur Delegates) and approvers. The course provides an overview of UC San Diego travel policy and procedure, including summarized guidelines, resources, and information about online tools. In this course, you will learn about Concur processes for prepaying travel and claiming expenses after the business trip occurs in accordance to Travel Policy G-28.

  • Arranging for prepayment of fees, such as registration
  • Making deposits, such as for hotels
  • Reporting expenses
  • Claiming traveler reimbursement

Self-Help Resources: 

Fundamental Courses

Fundamental courses provide in-depth instruction covering advanced concepts, including embedded business processes, what-if scenarios, best practices, and workflow hierarchies, including information for Financial Unit Approvers.

Departmental staff working with sponsored projects and accounts receivable should take additional function-specific training courses.

Concur: Event and Expense Reimbursements

UC Learning Registration: Concur: Event and Expense Reimbursements

Training Office: Integrated Procure-to-Pay Solutions

Course Details: Instructor-led training/ 2 hours

Recommended Participants: Preparers, meeting/event hosts, financial managers, and entertainment approvers

Course Overview:The course will include an in-depth explanation of Concur processes related to meetings, entertainment, and business expense reimbursements. This course will be especially valuable for employees who host meetings and events and want to further their understanding of the expense reconciliation process via Concur. Also, those who previously utilized MyPayments for requesting employee reimbursements for business expenses may attend this course. Intended for preparers, meeting/event hosts, financial managers, and entertainment approvers who are familiar with Entertainment Policy BUS-79 and would like to learn about more advanced meetings and entertainment terminology and concepts.

  • Learn how to submit event payment requests and employee reimbursements via Concur
  • Review the process to submit event vendor payments
  • Be able to view and reconcile Travel & Entertainment card transactions

Self-Help Resources: 

University Procurement Card Program

UC Learning Registration: University Procurement Card Program

Training Office: Integrated Procure-to-Pay Solutions

Course Details: Instructor-led training/ 2.5 hours

Recommended Participants:Preparers, cardholders, and fund/financial managers

Course Overview: The course will include more in-depth explanations of changes coming with the University Procurement Card Program. This course will be especially valuable for employees who oversee and/or use the Procurement Card and want to orient themselves in the new system. Intended for preparers, cardholders, and fund/financial managers who are familiar with buying and paying for low value goods and services on campus and would like to learn about more advanced Procurement Card terminology and concepts.

  • Understand the requirements, use and benefits of the card
  • Review the changes to the Procurement Card Program in Concur
  • Learn how to request a new card and related card requests Learn how to reconcile card transactions through Concur

This is not an introductory course. Participants should first complete the associated eCourse University Procurement Card Program available through UC Learning.

Self-Help Resources: 

Specialized Courses

Specialized courses are tailored to job-specific functions, provide elevated training, and enable staff to continue learning and optimizing the Financial Information System

Oracle BI Author for Report Developers: Getting Started

UC Learning Registration: Oracle BI Author for Report Developers: Getting Started

Training Office: Internal Controls & Accounting

Course Details: Instructor-led training/ 1.5 hours

Recommended Participants: Required for staff who will be providing department reports

Course Overview: These courses are for data analysts or information system analysts who are familiar with existing financial reports on campus and would like to learn about the Oracle Reporting Solutions within the Oracle Financial Reporting Center. This series builds a solid foundation about the architecture of the Oracle Financial Reporting environment. They will also outline the four main reporting tools and provide a basic understanding of what each of these tools is designed to do.

Courses are a pre-requisite and must be completed for BI Author access in the Oracle Financials Cloud (OFC) system. It will ensure participants have a minimal comfort level with the environment, navigation and high-level concepts prior to beginning the more advanced BI Author tool training. Participants should have proper technical backgrounds and current relevant job role to take this course.

Self-Help Resources: 

Oracle Cost Transfers

Recorded Training: Oracle Cost Transfers

Training Office: Office of Post Award Financial Services

Course Details: Recorded Instructor-led training/ 1.5 hours

Recommended Participants: Department positions that perform cost transfers including Fund Managers, Financial Managers, and Financial Officers

Course Overview: The course provides a general overview of the various types of cost transfers, uses, and Oracle system navigation for cost transfers. Topics include how to initiate & approve cost transfers, view cost transfers in OFC, and more!

  • Learn essential terminology and the navigation to perform cost transfers
  • How to initiate cost transfers
  • Understand the approval process and what to check before approving
  • Understand basic reporting of cost transfers

Self-Help Resources: 

Project and Grant Management: Getting Started

See the Reporting Workshop page for more training options.

Archived Courses

The courses in this section provide training content which may be out of date.

Archived Training

Domain Training  Description Recommended Participants
Accounts Receivable Oracle: Accounts Receivable Invoicing  

Requests for a New Customer Account and Edits to an Existing Customer Account, Creating and Editing an Invoice, Invoice Adjustments and Credit Memos, and Setting up a Recurring Bill Plan Billing Reports
(27 mins)

Department positions that work with accounts receivable:

  • Administrative Assistant
  • Financial Analyst
  • Fiscal Assistant
  • Fund Manager
Accounts Receivable Oracle: Advanced Concepts in Accounts Receivable Invoicing

Create/Edit Invoice: Revenue to Multiple Chart Strings & Other Complex Scenarios, Reviewing Customer Account Balances in Detail, and Billing Adjustments and Credit Memos: When to Use and Why (1.5 hrs)

Department positions that work with accounts receivable:

  • Administrative Assistant
  • Financial Analyst
  • Fiscal Assistant
  • Fund Manager
Budget & Planning Oracle Budget: Budgeting at UCSD The course provides basic access and navigational information and walks you through each of the forms in the Task Lists that make up the budget process. Includes the web application and Smart View (1.0 hrs)
  • Budget preparers
  • Financial Officers
Budget & Planning Oracle Budget: Introduction to SmartView for Oracle Planning & Budgeting Overview and demonstration of how to use the Smart View Excel Add In to connect to a database, navigate to task lists, access forms, enter data, and submit data as an alternative to Oracle’s EPBCS web application (22 mins)
  • Budget preparers
  • Financial Officers
Financial Accounting/Oracle PPM Capital Projects Oracle: Advanced Concepts in PPM Capital Projects

Project Maintenance Financial Transactions and Capture Costs Financial Monitoring and Reporting Project Closeout (1.5 hrs)

  • Fund Manager
  • Fund Financial Managers
Financial Accounting/Oracle PPM General Projects Oracle: Advanced Concepts in General Project Recharges

Recharge mechanism in future state, How to generate and upload an Miscellaneous Cost Import (MCI) file, and How to view g enerated recharges in PPM (1 hr)

  • Fund Manager
  • Fund Financial Managers
Post Award Financials/Oracle PPM Awards Oracle: Advanced Concepts in PPM Awards

Award structure and beginning-to-end process, POET(AF), Navigation of the various award spaces, and Viewing and navigating budget and costs (2 hrs)

 

  • Research Administrators
  • Fund Managers
  • Financial Managers
Project Portfolio Management Oracle: Introduction to PPM Awards Award beginning-to-end process, Award and Project set-up and maintenance, Manage and review costs, and Closeout process
(18 mins)

Department positions that work with sponsored projects:

  • Fund Manager
  • Fund Financial Managers

Fund Management Training Series

Training Office: Business & Financial Services Divisions

Course Details: Instructor-led training/ ~1.5 hrs per course (1 hr. Training/30 mins. Q&A)

Recommended Participants: Fund and Financial Managers

Course Overview: The Fund Management training series is designed to address campus inquiries and key topics that matter to fund managers

Office Hours Support:



Fund Management: Sponsored Projects Specialized Processes
Monday, April 5, 2021 @ 9:30am - 10:30am
Topics include Sponsored Project Closeout, Industry-Initiated/Sponsor-Initiated Clinical Trials, Fabrications, Program Income and Reading your Award Balance.


Fund Management: Incoming & Outgoing Subawards
Wednesday, April 7, 2021 @ 9:30am - 10:30am
Topics include MCAs intercampus, Non UC and more!


Fund Management: External Revenue
Monday, April 12, 2021 @ 9:30am - 10:30am
Topics include Incoming Service Agreements, Contract Management, Gift Revenue, Intercampus transfers ILTF and associated reports.


Fund Management: Subledger Variances
Wednesday, April 14, 2021 @ 9:30am - 10:30am
Topics include Default Projects, Purchase Orders and Commitment Reconciliation, Exception reporting, Cost transfers and more!


Fund Management: Financial Reporting & Salary Projections
Wednesday, April 21, 2021 @ 9:30am - 10:30am
Topics include reports.ucsd.edu, faculty MyFunds/EBS-like reporting, standard & managerial account hierarchy updates, salary projections, and new PPM names on reports!

Find answers, request services, or get help from our team at the UC San Diego Services & Support portal or call the Finance Help Line at (858) 246-4237