On-demand Courses

This course is intended to help UTSA employees learn the policies and guidelines for cash handling, petty cash funds, petty cash reimbursements and Payment Card Industry (PCI) Data Security Standards.

By taking this course, participants will be able to:

1. Recall policies and procedures regarding cash handling for currency, checks and credit card payments 
2. Properly complete all cash handling request forms before accepting cash 
3. Accurately prepare deposits for currency, checks and credit card payments 
4. Define available methods for processing credit card payments 
5. Comply with Payment Card Industry (PCI) Data Security Standards when accepting credit card payments 
6. Establish and replenish petty cash funds 
7. Submit a petty cash reimbursement request for unplanned departmental purchases

Target Audience: Any faculty, staff, student, or volunteer who accept cash payments or would like to accept cash payments on behalf of the university.

Duration: Approximately 1 hour

This is an online course designed for department chairs and department administrative staff responsible for credentialing faculty. The Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) requires that all institutions justify and document the qualifications of their faculty in order for the University to be accredited. This course provides important credentialing guidelines (including UTSA's transcript policy), timelines, and instructions for properly documenting credentials in Digital Measures.

This course will help you determine the responsibilities and reporting requirements for inviting a J-1 Scholar. It will also provide a general overview of approved procedures for filing the request.

By completing of this course, participants will be able to:

1. Learn about the J-1 Visitor Request Process
2. Understand what to do upon the exchange visitor arrival in the United States
3. Comprehend PI Responsibilities
   

This course will cover important items to maintain a J-1 Visa Status at the university.

By completing of this course, participants will be able to:

1. Learn about documents, forms, and process to maintain a visitor’s immigration status.
2. Learn about the documents, forms, and details that need to be shared to ensure a visitor’s stay is secure
3. Learn about the forms and details needed to ensure employment during a visitor’s stay.
   

This online course is designed to give staff, faculty, and students the basic information needed to successfully submit a Facilities service request form through the iService Desk. Upon completion, you should be able to identify where the iService Desk is located, recall how to submit a work request, select the proper work request form, and track the work request via the iService Desk.

duration: 20 min.

You will learn about the guidelines and policies associated with the use of the Citibank® One Card for purchases, travel, and special events. You will also learn about One Card reconciliations, payments and non-compliance levels.

By taking this course, participants will be able to:

1. Identify cardholder responsibilities when issued a One Card 
2. List purchase and business restrictions
3. Recall regulatory and UTSA requirements for purchases and travel
4. Follow policies for using contracted travel and car rental agencies
5. Determine if vendors/suppliers are on hold with the State of Texas or on the US restricted parties list
6. Correctly download monthly One Card statements 
7. Export One Card statement transactions into an Excel spreadsheet and add supporting documentation, such as receipts, proof of vendor/supplier search, Business Expense Form (BEF), etc.
8. Identify elements of and submit One Card payment vouchers 
9. Recall internal payment deadlines
10. Demonstrate knowledge of One-Card non-compliance consequences

Target Audience: All UTSA faculty and staff receiving a One Card and all administrative staff and department managers involved in this process.

Duration: Approximately 2 hours

This training covers the definition, purpose and requirements for reconciling. It provides an overview of the SAHARA application and reviews the changes to the monthly reconciliation process. 

After completing this class, you will be able to: 

1) Correctly define reconciliation 

2) Understand the reconciliation process

3) Summarize how monthly reconciliations are done and the various requirements

4) Identify changes to the monthly reconciliation process

5) Understand the differences between the Monthly Financial Report (MFR) and SAHARA reconciliation

Target Audience: Department financial reconcilers and approvers.

Duration: Approximately 1 hour

This course reviews the SAHARA application for financial reconciliations at UTSA. It covers navigation, how SAHARA works and the reconciliation information provided by the SAHARA application. This training will also review how SAHARA supports the reconciliation process. 

By taking this course, participants will be able to:

1) Understand what SAHARA is and the information it provides

2) Navigate through the SAHARA application

3) Conduct SAHARA reconciliations

Target Audience: Department financial reconcilers and approvers.

Duration: Approximately 1 hour

This course is the first phase of the Employee Self Service module of the UTShare/PeopleSoft implementation. Employee Self Service is a component of the software called PeopleSoft. It is a software solution that facilitates and integrates business functions such as Human Resources, Payroll, Accounting, Purchasing, and Financial and Management Reporting.

In this course, you will learn to view and edit your personal information, view leave balance and use components of the payroll and compensation module.

duration: 30 min.

This course will provide an overview of Chart of Accounts (COA) structure and how it is used in the financial transaction. It will also describe how to distinguish and request changes to the financial information.

Duration: Estimated 30-45min.

The course will assist users on the "approver" or "creator" roles to process and route Non-Purchase Order(PO) Vouchers in UTShare/PeopleSoft.

Duration: Estimated 30 min.

This course is designed to provide general instructions and guidelines to UTSA department travelers, creators and approvers of the changes that came about with the implementation of T&E (Travel and Expense) workflow.  This course will address the Travel Authorization (TA) process.

duration: 15-30 min.

This course is designed to provide general instructions and guidelines to UTSA department travelers, creators and approvers of the changes that came about with the implementation of T&E (Travel and Expense) workflow.  This course will address the processing of both travel and non-travel related Expense Reports (ER).

duration: 15-30 min.

Description: You will learn about the guidelines and policies for requesting a cash advance for travel (travel advance) and research purposes (participant advance). You will also learn how to process cash advances in the PeopleSoft Travel & Expense (T&E) module and non-PO voucher payment for a cash advance in the PeopleSoft Accounts Payable (AP) module.

To receive a completion certificate, all modules must be completed sequentially when taking the course for the first time. Thereafter, you may review any module as a refresher.

By taking this course, participants will be able to:

1. Define a cash advance
2. Identify UTSA cash advance types
3. Summarize the purpose and authority
4. Recall the requirements and eligibility
5. Describe the roles and responsibilities
6. Identify the required authorizations and forms
7. Create, modify and settle a cash advance in the PeopleSoft Travel & Expense (T&E) module
8. Create non-PO and single payment vouchers in the PeopleSoft Accounts Payable (AP) module

Target Audience: 

• Administrative staff
• Employee and student employee travelers
• Department and grant approvers
• Principal investigators & researchers

Duration: Approximately 2.5 hours

eForms streamlines the entire process for completing and approving organizational, personnel and certain financial actions. This solution allows you, the departments, to create electronic forms within PeopleSoft that support Capturing Data, Approval Routing, Updating Data, Auditing, and Reporting.

For quick instructions on a specific eForm, please refer to the job aids posted on the eForms webpage.

The course contains audio, therefore, it is recommended you use headphones or speakers while completing this course. 

Duration: Approximately 1.5 hour