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Financial Affairs Training MasterSheet

Please use the search bar to bring up a specific training document or find area specific training under their departments below.

Disbursements & Travel Services (DTS) - office: 210-458-4213 - email: disbursements.travel@utsa.edu

For more information please visit DTS.

  1. Recommendations for Document Attachment Requirements in PeopleSoft v3
  2. Recommendations for Document Attachment in PeopleSoft T&E
  3. Job Aid for Approvers of Non-PO Vouchers
  4. Job Aid for Creators of Non-PO Vouchers
  5. Processing of Travel Advances (PS0309)
    1. Cheat Sheets
    2. Interim Solutions
    3. Class Note Handouts
  6. Processing Non-Purchase Order Vouchers
    1. Supplier Information Form (SIF)
    2. Supplier Information Form (SIF) Instructions
    3. Sample Invoice used for Training
    4. Invoice Information Screen
    5. UTSA Chart of Accounts Chartfield Structure
    6. Object Code to Account Crosswalk
    7. List of Most Common Errors
    8. List of Budget Checking Errors
  7. Business Related Hospitality and Entertainment
    1. Business Expense Form (BEF)
  8. Corporate Travel Planners: Concur Online Reservation Tool and Travel Arrangers/Guest Travel (AM685 and AM686)
  9. Travel Reimbursement Process
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Payroll - office: 210-458-4236 - email: payroll@utsa.edu

For more information please visit Payroll.

  1. UTShare/PeopleSoft Timekeepers Time and Absence Reporting
    1. Timekeepers Desk Reference
      1. Timekeepers Desk Reference Addendum - Absence Scenarios
      2. Timekeepers Desk Reference Addendum - Shift Change
      3. Timekeepers Desk Reference Addendum - Salaried Exempt Student not Scheduled to work on a holiday
      4. Timekeepers Desk Reference Addendum -How to run VSL Balaces Query
    2. Time Reporting Overview Process
    3. How to run Time Report
    4. Timekeepers UPK Exercises Handouts
  2. Employee Self Service
    1. Reading and Viewing Compensatory Time Balances
    2. Personal Information: Update and Add Home Mailing Address
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Accounting - office: 210-458-4212 - email: accounting.ofc@utsa.edu

For more information please visit Accounting.

  1. Introduction to the Chart of Accounts
    1. Chartfield Crosswalk (Legacy DEFINE Profile to COA Structure
    2. Budget Checking Exceptions Examples
  2. Monthly Financial Report (MFR) Reconciliation Process using UTShare/PeopleSoft
    1. Job Aid - How to run the Monthly Financial Report using UTShare/PeopleSoft
    2. Reconciliation Toolbox
    3. Reconciliation Toolbox Procedures
    4. MFR Reconciliation Checklist
    5. MFR Certification Statement
    6. "How To" Job Aid - Non-Sponsored Programs/Non-Grants
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PTCA - office: 210-458-4849 - email: procard.travelcard@utsa.edu

For more information please visit PTCA.

  1. Procard Compliance and Processing using UTShare/PeopleSoft
    1. Account Codes for Exceptions to Procard Purchases
    2. Common Account Codes for Procard Purchases
    3. Common Account Codes for Travel Card Purchases
  2. Travel Card Process
  3. Self Registration for Cardholders
  4. Procard Compliance Refresher
  5. (Instructions: Select the above link, log into the MyTraining.utsa.edu training page, expand the Adminstrative section, Select AM 537-Procard Complinance Refresher to begin online training course)

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Budget Planning & Development - office: 210-458-4345 - email: Budget.Office@utsa.edu

For more information please visit Budget Planning & Development.

  1. Funding Positions
    1. HRMS to PS Diagram
    2. Funding Positions Diagram
    3. UTSA Chart of Accounts Quick Reference Guide
    4. UPK Job Aid- Add Multiple Funding Sources
    5. UPK Job Aid - Add Update Funding to DBT
    6. UPK Job Aid - Lookup Combination Code Tool
  2. Managing Departmental Expense and Revenue Budgets
    1. UTSA Chart of Accounts Quick Reference Guide
    2. Budget Checking Process Diagram- Purchasing Example
    3. Budget Checking Exceptions Process Diagram
  3. Budget Planning (Hyperion) Part I - Position Budgeting
  4. Budget Planning (Hyperion) Part II - Revenue and Expense Budgeting

  5. Hyperion Job Aids - Position Budgeting
    1. Getting Started
    2. Add a Position to the Budget
    3. Add a Position to the Budget using Copy Pos data
    4. Exclude Position from Budget
    5. FTE Update
    6. Salary Grades Update
    7. Single Step Transfer
    8. Vacate a Position
    9. Assign Employee
    10. Review and Approve Positions
    11. Allocations Update
  6. Hyperion Job Aids - Revenue and Expense Budgeting
    1. Reconcile an E&G Cost Center - using existing expense categories
    2. Reconcile an E&G Cost Center - by adding a new expense category
    3. Reoncile a Designated Tuition Funded Cost Center - by using existing expense categories
    4. Reoncile a Designated Tuition Funded Cost Center - by adding a new expense category
    5. Reconcile a Fee Funded (Other Designated and IDC) Cost Center
    6. Reconcile a Fee Funded (Other Designated and IDC) Cost Center - by adding a new revenue and expense category
    7. Reconcile Cost Centers using Transfer Descriptions - funding the same Cost Centers as prior year
    8. Reconcile Cost Centers using Transfer Descriptions - add a new Cost Center to be funded
  7. Budget Status Report
  8. Budget Planning (Hyperion) Refresher
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Fiscal Services - office: (210) 458-8000 - email: fiscalservices@utsa.edu

For more information please visit Fiscal Services.

  1. Cash Handling 101 - Coming Soon
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Purchasing & Distribution Services Department - office: (210) 458-4060 - email: purchasing@utsa.edu

For more information please visit Purchasing & Distribution Services Department.

  1. Purchasing Rules and Regs Training
  2. HUB Subcontracting Plan
  3. Hub Subcontracting plan Overview
  4. HUB Pre-Bid Meetings
  5. PO Encumbrance Query

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