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.
Required Trainings
Currently, there are three training programs which are required for certain Oracle roles as depicted in the table below. Please refer to the corresponding drawers to learn more about these trainings and the roles which require them.
Training Names and Codes
| Training Name | Training Code | Required Roles |
|---|---|---|
| Finance Training Program: Oracle Foundations |
SD-OFC-FCA1 |
|
| CIPERB: Customers, Invoices, Project Expenses Report & Billing | SD-BFS-CIPERB |
|
| Introduction to Oracle Procurement and Payables | 06SED-OFC-1010 |
|
Finance Training Program
The Finance Training Program aims to establish a foundation of knowledge, so those with finance-related responsibilities can achieve long-term success. Stay tuned as additional courses become available.
Click below to learn more about our currently available series!
Series 1: Oracle Foundations
Required for Roles:
- All standard roles for all business units, except for the UCSD BI Consumer role
- All UCSD WF XXXXXXX Approver roles
- All UCSD WF XXXXXXC Cost Adjustment Approver roles
- All elevated roles for business units
Reflected in Services & Support as: SD-OFC-FCA1
The first series, Oracle Foundations, covers 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 courses which make up the series:
Each course must be completed sequentially and will culminate in a final assessment:
Course 0: Welcome: OFC and reporting navigation basics
Course 1: General Ledger and Subledgers: How OFC is structured and information flow
Course 2: Chart of Accounts and Chartstrings: Basics of transacting in the General Ledger
Course 3: Intro to Project Portfolio Management (PPM): POET(AF) and project attributes
Series 2: Accounting in Oracle for Non-Accountants
Reflected in Services & Support as: SD-OFC-FTP2
The second series, Accounting in Oracle for Non-Accountants, introduces some of the basic accounting concepts that are unique to governmental entities.
Access the course on the UC Learning Center!
Below is a roadmap which outlines the various courses which make up the series:
Each course must be completed sequentially and will culminate in a final assessment:
Course 1: Financial Statement Basics
Course 2: Overview of Financial Accounting
Course 3: Additional Topics in Accounting and Managerial Reporting
Series 3: Intermediate PPM Concepts
Reflected in Services & Support as: SD-OFC-FTP3
The second series, Intermediate PPM Concepts, goes beyond what you’ve already learned about PPM and help you build more mastery over the information found in PPM, managing projects, and understanding your portfolio.
Access the course on the UC Learning Center!
Below is a roadmap which outlines the various courses which make up the series:
Each course must be completed sequentially and will culminate in a final assessment:
Course 1: Costs and Committed Costs
Course 2: PPM Cost Transfers
Course 3: PADUA and Managing General Projects
Future Courses
The table below highlights the 2024-2025 projected training roadmap.
| Course | Modules/Topics | Tentative Release |
|---|---|---|
| Award Management |
|
TBD |
| Payroll |
|
TBD |
| Intermediate Concepts in GL |
|
TBD |
| Billing and Receivables |
|
TBD |
| Advanced Topics and Special Considerations |
|
TBD |
| Cash Management |
|
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 | Required for Roles | Recommended Participants |
|---|---|---|---|---|
| Procurement | University Procurement Card Program | Procurement Card Use and Benefits, Program Guidelines, and Cardholder Responsibilities (17 mins) | NA |
|
| Procure to Pay | PaymentWorks Webinar | Session provides an overview of PaymentWorks navigation as well as the registration process. (56 mins) |
NA |
|
| Procure to Pay |
Introduction to Oracle Procurement and Payables (06SED-OFC1010) |
This course will be especially valuable for employees who have little to no experience with buying and paying for goods and services at UC San Diego. Instruction will involve an introduction to Oracle Procurement & Payables and Receiving & Distribution operations as well as a quiz to reinforce concepts.
|
|
|
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:
- Blink Resources: Oracle Procurement
- YouTube Video Playlist: Buying & Paying
- Services & Support Knowledge Base: Buying & Paying
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:
- Blink Resources: Travel & Concur Basics
- YouTube Video Playlist: Travel
- Services & Support Knowledge Base: Travel
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:
- Blink Resources: Travel & Concur Basics
- YouTube Video Playlist: Travel
- Services & Support Knowledge Base: Travel
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:
- Blink Resources: Travel & Travel Training and Guidelines
- YouTube Video Playlist: Travel
- Services & Support Knowledge Base: Travel
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:
- Blink Resources: Procurement Card
- YouTube Video Playlist: Banking, Cash & Card Products
- Services & Support Knowledge Base: Banking, Cash & Card Products
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.
- Oracle BI Author: Introduction
- Oracle BI Author: OTBI
- Oracle BI Author: BI Publisher
- Oracle BI Author: CubeReporting
- Oracle BI Author: Best Practices
Self-Help Resources:
- Blink Resources: BI & Financial Reporting
- Services & Support Knowledge Base:
- BI & Financial Reporting
- BI Standards for Financial Reporting (login)
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:
- Blink - Cost (Expense) Transfers Overview
- Top Knowledge Base Articles
CIPERB: Customers, Invoices, Project Expenses Report & Billing
Required for Roles:
- CIPERB Manage Customer Accounts Only
- CIPERB Manage GP User
- CIPERB Manage Customer ALL
Course Link: CIPERB: Customers, Invoices, Project Expenses Report & Billing
Reflected in Services & Support as: SD-BFS-CIPERB
Training Office: Accounts Receivable
Recommended Participants: Staff who will be responsible for managing AR customer information.
Course Overview: This training course provides instruction of the CIPERB application in the uses of account searches, amendments, and customer creation for department users.
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:
|
| 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:
|
| 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 & 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) |
|
| 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) |
|
| 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) |
|
| 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) |
|
| 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 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:
- General Project Structure Options
- PPM Subledger & Reading the General Ledger
- Sponsored Projects Specialized Processes and Incoming & Outgoing Subawards
- 'Internal Revenue'/Recharges & Financial Reporting and Salary Project Projections
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!