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Fiscal Onboarding

What is Fiscal Onboarding?

We have a special fiscal training event just for you so you can learn important skills for your position.  You will meet other new employees and the core office personnel who will be able to answer your questions.

This training is designed to welcome new fiscal staff across the University of Florida and provide a high-level overview of important financial information to get you started.  Our objective is to introduce key fiscal concepts at the University of Florida, provide access to resources and tools, aid in allowing new fiscal staff to create connections with others in similar situations to their own, and help you understand how the Finance & Accounting core offices can assist you as you learn your new role.  Topics that will be covered in this course include:

  • An overview of University of Florida fiscal information
  • Defining the importance of Fund Accounting at UF
  • Connecting UF’s fund sources to “Fund Codes”
  • Providing information about the “Basic Six” ChartFields
  • Understanding the importance of internal controls

Upcoming Dates

Registration will open approximately 30 days prior to the session.  Financial Basics will begin at 8:00 am, with stations beginning at 9:00 am.  All sessions will be located at the Reitz Union.

May 6, 2020 – Cancelled

We are exploring options to offer this training virtually.

Stations: Travel, Disbursements, Treasury Management, Pre-Award

Registration

You will need to make 3 selections in the registration:

  1. Financial Basics at the University of Florida
  2. Select 2 of the Stations (see the descriptions below)

The following resources are designed to assist with the registration process.  If you are experiencing difficulty, please call 392-4626 or email training@ufl.edu.

Registration Simulation

Registration Instruction Guide

Activities

Participants will have the opportunity to complete 2 out of the 3 activities listed below.  These activities are common tasks that most fiscal staff are exposed to at the University.  Scenarios presented in these exercises are intended to prepare fiscal staff to perform processes on their own with a level of comfortability.  Appropriate core office staff will lead activities to ensure all questions and concerns are addressed and to guide participants through each scenario.

General Accounting and Financial Reporting

General Accounting and Financial Reporting is responsible for the maintenance of ChartFields and Combination Codes, the review of general ledger (GL) activities and the timely closing of accounting periods.  In addition, the office processes GL journal entries for cash transfers, inter-departmental transactions and expense corrections and reviews the accuracy of monthly financial reports. Participants will have the opportunity to partake in two activities intended to familiarize new fiscal staff with Chartfield requests and Journal Entries.

Payroll Services

The primary responsibilities of Payroll Services are processing the Human Resource and Student Employment data to pay University employees, as well as certain non-wage payments made via the myUFL Payroll and Time & Labor modules. Participants will have the opportunity to partake in two activities intended to familiarize new fiscal staff with Approving Time and Termination and New Hire.

Contracts and Grants

The purpose of the Contracts and Grants office is to provide post award financial services and support to faculty and unit administrators who manage or administer sponsored projects.  Participants will have the opportunity to partake in two activities intended to familiarize new fiscal staff with rebudgeting in UFIRST and monitoring in myinvestiGator.

Travel

The purpose of the University of Florida Travel Office is to provide direction for employees and others who undertake travel on behalf of the University.  Participants will have the opportunity to partake in two activities intended to familiarize new fiscal staff with Travel Authorizations and Expense Reports.

Treasury Management

Treasury Management is responsible for cash management of the University.  This includes banking administration, managing investments, receiving and depositing University revenue and reconciling University bank accounts.  Participants will have the opportunity to partake in two activities intended to familiarize new fiscal staff with Check and Credit Card Deposits.

PCard

This session will provide information related to the use and reconciliation processes related to the UF PCard.  PCards are used to purchase low dollar supplies and services for university-related activities where UF pays the bill.  There are specific guidelines for allowable purchases and the financial transaction approval process.  Participants will have the opportunity to take part in two activities intended to familiarize new fiscal staff with the rules and regulations for PCards.

Pre-Award

The Division of Sponsored Programs facilitates institutional approval for all proposal submissions, accepts and administers grant awards, and negotiates contracts and other research-related agreements on behalf of the University of Florida.  Participants will have the opportunity to partake in two activities intended to familiarize new fiscal staff with proposal budgeting.

Disbursements

The primary responsibilities of Disbursements are managing the electronic Accounts Payable and supplier sub-systems and ensuring that suppliers, travelers, University departments and others are paid timely and accurately, and in accordance with applicable laws, regulations and University requirements.  Participants will have the opportunity to partake in two activities intended to familiarize new fiscal staff with adding a new supplier in myUF Marketplace and paying an encumbered invoice in myUF Marketplace.

Questions?

University Controller’s Office: (352) 392-1321

controller-office@ad.ufl.edu

Training & Organizational Development: (352) 392-4626

training@ufl.edu

Last Reviewed

3/19/2020: updated April cancellation