Employee Orientation

New Employee Training Classes

Last updated: 08/27/2012

The following classes are available to new employees. Employees are not required to attend 100% of these classes. Instead, the responsibilities that are assigned to each new employee will dictate which classes they should attend.

Human Resources/Payroll/People Administration

Benefits and Employee Handbook - We attempt to do this session in the first few days of employment so that new employees learn about the benefit programs and have time to sign up for coverage. Office/Service and Managerial/Professional employees also go through the employee handbook at this session. (Available upon request)

Employment System - This session is available upon request. Training is provided on creating personnel requisitions and managing the search process for faculty, staff and students. Call 865-8655

Payroll Forms - This training covers how to complete HR/SAP forms, time reports, and other procedures to process personnel records. (Available upon request)

SAP Time Entry - This session trains a selected few on how to enter time electronically into SAP.  Since there are a limited number of time entry end users, the training would be scheduled as there are turnovers in the positions. (Available upon request) PA61

HR Forms - This training covers how to complete HR/SAP forms, time reports, and other procedures to process personnel records. (Available upon request)

SAP Personnel Action Coordinator - This session trains a selected few who enter personnel information electronically into SAP.  Since there are a limited number of these HR/SAP end users, the training would be scheduled as there are turnovers in the positions. (Available upon request) PA20, PA30, PA40, ZEPAF

Accounts Payable

UNK Bill Paying Process - This class is designed to familiarize UNK staff with how the University pays its vendors. It covers how the University functions as an agency of the State of Nebraska, the step-by-step process to be followed by a University department to get an invoice paid, and the resources available to University staff in processing vendor payments. The class is designed as a basic course for new employees or employees new to the accounts payable process who will be involved in the bill-paying process for their department. (See training registration )

SAP Parked Invoices - This class provides department SAP users the basic instructions needed to enter invoice information into the SAP Accounts Payable system in preparation for making direct payments to vendors from University funds. Included will be demonstrations and practice sets related to entering accounts payable data and instructions about how to find vendor information in the SAP system. This course is required before staff may enter vendor invoices online in the SAP system. (See training registration) ZFV60, ZAPK, ZPARK

One-on-One Travel Policies and Procedures - Travel policy and documentation for travel from authorization through reimbursement. (Available upon request)

SAP Procurement Card Reconciliation - This class is designed to give procurement card reconcilers hands-on practice in the use of the SAP procurement card reconciliation procedures and reports. Class format consists of a demonstration and presentation followed by a supervised practice session. (Available upon request) Prerequisites: Authorization as a procurement card reconciler. ZPCARD

Automated Travel - TRIP
This workshop is provided (by appointment only) to familiarize department travel coordinators and/or travelers with the SAP Travel Manager system for submitting automated employee travel requests and/or expense reimbursement claims, and obtaining electronic approvals thereof. Each one-on-one session will be tailored to fit the specific needs of the enrolled class participant(s).

General Accounting

SAP/Accounting Terminology - This session is designed for new employees who have been assigned financial record keeping responsibilities. The session introduces basic accounting and budgeting terms used at UNK such as cost center, WBS element, GL account, funds, encumbrance, fiscal year, fiscal periods, accruals, etc. (Self-study, see Policies and Procedures )

Reading Department Financial Reports - This session will provide an overview of how to read the University's monthly department financial reports. Prerequisite: Accounting Terminology. (Session held annually - see training registration)

Journal Entries and Budget Transfers - This session will explain the difference between a journal entry and a budget transfer and when each should be used. The session will also explain the steps necessary to complete a journal entry and budget transfer. Prerequisite: Accounting Terminology and Reading Department Financial Reports. (Available upon request)

SAP Financial Transactions Online Reconciliation - The Online Reconciliation process allows departments to add an online check off once financial transactions charged to cost centers and WBS elements have been reconciled. It is simple and may eliminate the need to print reports to reconcile. Prerequisite: Accounting Terminology, SAP Navigation and SAP Basic Financial Reporting. training registration

Cash Receipts Handling - This session will provide guidance to departments on the types of policies and procedures that should be in place regarding cash received. The session will also explain the steps necessary to deposit money into a University account. Prerequisite: Accounting Terminology. (Available upon request)

Grants Management Overview - This session will provide guidance to departments who have been awarded a grant or contract. The session will outline how to establish a cost object for the award, how to request budget revisions, how to track and monitor matching dollars, how indirect costs recovered are distributed, how to submit periodic financial reports, time and effort reporting and more. The process for paying expenses from a Foundation account will also be covered. This session is generally scheduled in conjunction with the Office of Sponsored Programs Workshop. (Available upon request)

Fiscal Year End Procedures and Information - This session will outline procedures and schedules for fiscal year end processing including concurrent year parked document processing and journal entry processing, accrual adjustments, budget encumbrances and balances carried forward, procurement card processing and more. (Session held annually - see training registration)

SAP Basic Financial Reporting - This class provides hands on training in generating basic on-line SAP reports for cost centers and WBS elements. The reports can assist the user in managing their department budget and viewing detail transactions posted against their budget. Prerequisite: Accounting Terminology and SAP Navigation. (See training registration)

SAP Advanced Financial Reporting - This class is for the more advanced SAP user. It provides hands on training in creating and using selection variants and display layouts. A selection variant allows you to generate a report repeatedly without having to re-enter the cost centers, WBS elements or other selection criteria. Display layouts allow users to customize the organization and content of the detail line items report. Prerequisite: Accounting Terminology, SAP Navigation and SAP Basic Financial Reporting. (Available upon request)

SAP Project Accounting - This class is for the more advanced SAP user. It assists departments in implementing project accounting. Project Accounting is a term used to describe the further breakdown of cost centers by departments in an effort to track and report on projects or activities. Tools available include parent/child cost centers, budget version 2, and editing line item text. Prerequisite: Accounting Terminology, SAP Navigation and SAP Basic Financial Reporting. (Available upon request)

Manager Financial Reporting One on One – This class highlights online financial reports that can assist chairs, directors and others with fiscal responsibility in managing their department budgets. The class will cover basic navigation and content of the reports but will be loosely structured to allow participants to ask questions and concentrate on the areas that interest them most. (Available upon request)

Business Services

eSHOP- This e-procurement solution is called Nebraska eSHOP. eSHOP offers an online shopping experience allowing you to search and compare pricing, and to place orders to multiple suppliers with a single shopping cart.

Purchasing (Procurement) Card Policies and Procedures - The procurement card is a product offered by US Bank. This program is designed to improve efficiency for processing small dollar purchases from any vendor that accepts a Visa credit card. This policy and procedures class will cover how the purchasing card program works, the ordering process, and which transactions can and cannot be made with the purchasing card. You will also learn what documentation needs to be kept on file, what to do if you need to dispute a charge, or what to do if your card has been lost or stolen. (Available after applying for a Procurement Card)

Purchasing Review - This hands-on class will be a review of the purchasing process in SAP. It will cover the Logistics Launchpad, such as Purchase Requisitions and Stock Transfer Orders, how to set up personal preferences, review of the Goods Receipt and Workflow processes, and how to Request a Vendor Setup. There will be cheat sheets available for all of the above listed transactions.

Student Records

PeopleSoft Training - PeopleSoft Student Information System is an integrated database that includes the areas of Student Records, Undergraduate and Graduate Admissions, the Financial Aid Office and the Finance Office. This training is designed to assist you in getting into and navigating through the system so that you can locate the data you need. For example, department secretaries and chairs use PeopleSoft to check on all of the department's course offerings (rooms, times, instructors, prerequisites), instructor's rosters, student schedules, and room attributes for classrooms.