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Home MyTraining History Schedule of Classes
  1. Courses
  2. Business Processes
  3. On-demand Courses

On-demand Courses

AM0563 Faculty Credentialing for Academic Departments/Schools

Faculty Credentialing for Academic Departments/Schools

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.

In this course you will learn:

1) Understand why the faculty credentialing process is important
2) Be aware of the policies and guidelines concerning faculty credentialing
3) Understand your role in faculty credentialing
4) Understand the types of information needed to appropriately credential faculty

duration: 30 mins.

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AM0583 Rowdy Exchange

Rowdy Exchange

This course describes Rowdy Exchange roles, processes and best practices. Completing this course will equip you to use Rowdy Exchange and purchase with more efficiency.

After completing this course, you will be able to:

1) Describe UTSA’s supplier priority order and why it matters 

2) Apply best practices for purchasing in Rowdy Exchange

3) Increase efficiency in purchasing

4) Avoid common errors

5) Recall where to find job aids for step-by-step instructions

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AM0560 Cash Handling 101

Cash Handling 101

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

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AM0567 Inviting a J-1 Scholar to the University of Texas at San Antonio

Inviting a J-1 Scholar to the University of Texas at San Antonio

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


Target Audience: UTSA Faculty & Staff

Duration: Approximately 15 minutes.

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AM0568 Maintaining your J-1 Visa Status

Maintaining your J-1 Visa Status

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.


Target Audience: UTSA Faculty & Staff

Duration: Approximately 15 minutes.

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AM0580.01 Purchasing Rules and Regulations

Purchasing Rules and Regulations

This course outlines key purchasing rules and regulations. Upon completion, you will be equipped to apply UTSA’s procurement ethics and methods when purchasing for your respective area.

Objectives: After completing this course, you will be able to 

1) Explain procurement ethics 

2) Apply key requirements 

3) Describe best value considerations 

4) Differentiate between procurement methods 

5) Know who to contact for help with purchasing

Audience: Any employee involved in requesting, approving, processing or influencing purchases.


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AM0587 Facilities iService Desk

Facilities iService Desk

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.

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AM0588.01 Endowments and Restricted Gift Funds

Endowments and Restricted Gift Funds

Description: The Endowment Compliance training is mandated by UT System. The course is designed for UTSA faculty and staff members who either work directly or indirectly with endowment or have roles in establishing, administering, spending or monitoring endowments or current purpose (restricted gift) funds and cost centers. The course provides an overview and awareness of endowment and restricted gifts processing and the risks factors associated in administering and managing endowment and restricted funds.

Objectives: By attending this course participants will be able to: 1) Differentiate between endowment and current purpose gift 2) Identify key endowment and current purpose terms 3) Recognize their role and responsibility in administering and managing endowment/restricted gift funds 4) Identify risks associated with endowment/restricted gift funds and ways to mitigate those risks

Audience: Administrators, faculty and staff who deal with restricted gifts and/or endowments.

Duration:: 50 mins.



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AM0590.01 One Card Reconciliation and Payment Processing

One Card Reconciliation and Payment Processing

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


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AM0676 Inventory Refresher 2024-2025 (ICPs only)

Inventory Refresher 2024-2025 (ICPs only)

Description: This refresher course is for Inventory Contact Persons (ICP's) who have already attended DE 675. This course will enable the ICP to obtain: 1) Procedural instructions on how to conduct the Annual Physical Inventory 2) Receive a barcode scanner downloaded with their inventory data 3) A working copy of their inventory 4) A suspense date to return the complete API package and barcode scanner.​Note: REFRESHER ICP's can not schedule themselves through TXClass, they will be contacted by the Inventory Dept.

Objectives: The (ICP) will be prepared to conduct their Annual Physical Inventory confidently and efficiently using the barcode scanner. Contact Olinda Ongay at 6395 or Mayra Espinoza.​

Audience: Inventory Contacts who have already received INITIAL training.


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AM0710 Introduction to Monthly Reconciliation

Introduction to Monthly Reconciliation

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


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AM0711 SAHARA Reconciliation Application

SAHARA Reconciliation Application

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


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PS0100.01 Employee Self Service

Employee Self Service

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.

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PS0206 Introduction to the Chart of Accounts

Introduction to the Chart of Accounts

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.

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PS0305.01 Approval Workflow Process: Non-Purchase Order Vouchers

Approval Workflow Process: Non-Purchase Order Vouchers

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.

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PS0307 Travel Authorization Workflow

Travel Authorization Workflow

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.

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PS0308 Expense Report Workflow

Expense Report Workflow

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.

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PS0309.01 Cash Advance Process for Travel and Participant Advances

Cash Advance Process for Travel and Participant Advances

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



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PS0322 eForms Training Online

eForms Training Online

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


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People Excellence

Phone: (210) 458-4250

Fax: (210) 458-4287

Email: hr@utsa.edu

Address:

One UTSA Circle

NPB, Suite 451

San Antonio, Texas 78249

Equal Employment Opportunity/Affirmative Action Employer

As an equal employment opportunity and affirmative action employer, it is the policy of The University of Texas at San Antonio to promote and ensure equal employment opportunity for all individuals regardless of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability or genetic information, and veteran status. The University is committed to the Affirmative Action Program in compliance with all government requirements to ensure nondiscrimination. Women, minorities, people with disabilities and veterans are encouraged to apply. UTSA campuses are accessible to persons with disabilities.

For detailed information about your federal rights to equal employment opportunity, please review “EEO is the Law” English poster and “EEO is the Law” English poster supplement or "EEO is the Law" Spanish poster and "EEO is the Law" Spanish poster supplement.

Complete list of posters and notices required by Federal and State law.

For accommodation information for employees and applicants with disabilities, please review: UTSA Disability Accommodation Guidelines and Procedures.

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