Human Resource Services coordinates a variety of training resources designed to increase your understanding of fiscal management at Washington State University. Intended for employees currently performing fiscal duties, these courses feature many of the tools, programs, processes and applications commonly used here at WSU.
These courses are available as “stand alone” resources, allowing you to enroll in only those for which you have the most interest or need. Attending all the courses is another option, and we recommend the three concept areas be completed as sequentially arranged below.
Each course is available multiple times through the year, and many are available across the state through AMS Videoconferencing Services. Dates for these courses can be found on the HRS Instructor Led Training calendar.
Last updated: 7/25/16
Concept Area 1 | Accounting Foundations
This course group provides the basis upon which all subsequent courses build. They include overviews of accounting terminology, systems and processes. Although not required for experienced fiscal managers, this group is considered a prerequisite for those relatively new to fiscal responsibilities.
Understanding the University Budget
Understanding the University Budget (2 hours / 2 sessions typically scheduled each year)
With its focus on WSU’s sources and types of funding, allocation processes and special funding categories, this course is particularly useful to those interested in upgrading their understanding of financial management in the university setting.
Introduction to Accounting Terms
Basic Accounting Principles and Framework
Accounting and finance are the universal languages of business, and their functions form the core of most organizations. The accounting function sets up the bookkeeping system, monitors it, prepares and presents the financial statements to management, and interprets them as needed. Bookkeeping is a part of the accounting function and involves the mechanical aspect of recording, classifying, and summarizing transactions in account books and posting them to respective financial statements. Apart from the statutory importance, accounting data is very critical to any organization’s decision and control system. Managers, decision makers, external stakeholders, and interest groups take the basic accounting data, mix them with other external and supplementary information, and produce meaningful information used for decision making and control purposes.
This course aims at familiarizing all learners with basic accounting principles and concepts that set the ground for more advanced learning in this area. You’ll be introduced to key accounting terms and concepts such as key characteristics of accounting, the accounting equation, double entry bookkeeping, and basic accounting principles. This course also helps you recognize key characteristics of the International Financial Reporting Standards (IFRS) vis-à-vis the Generally Accepted Accounting Principles (GAAP).
Introduction to WSU Accounting Systems
Intro to Accounting Systems (2.5 hours / 2 sessions typically scheduled each year)
This course provides a high level overview of the purpose and inter-relationship of such WSU mainframe accounting systems as DEPPS, BALANCES, FACTS, SCBAIMS, PROPERTY, PAPR, BRS, BPS. Also included is how to read a budget statement and how information in accounting systems feed into the budget statement.
Concept Area 2 | Financial Operations & Accounting Activity
This area provides in-depth information into the many systems, processes and procedures important to responsible fiscal management. There is no need to complete the courses within this group sequentially.
AIS: Account Balances
AIS: Account Balances (2 hours / 2 sessions typically scheduled each year)
Washington State University’s mainframe application BALANCES is explored in this course. As a hands-on computer lab, practice with the techniques needed to navigate through the program and extract information is featured. Authorized access to BALANCES is a prerequisite to attending this course.
AIS: DEPPS (1.5 hours / 3 sessions typically scheduled each year)
WSU’s Departmental Personnel Payroll System (DEPPS) is the Administrative Information System that contains information on employees, payroll, and position control. This training demonstrates navigation through the many query screens that detail such things as salary history, work location, position type, and employee demographics. Authorized access to DEPPS is a prerequisite to requesting this training.
Accruals, Allocation Adjustments and Reserve Accounts
Accruals, Allocation Adjustments and Reserve Accounts (Watch video recording)
This course takes an in-depth look at the WSU Accruals and Allocation Adjustment Policy and examines how allocation adjustments interact with reserve accounts. Discussion includes a focus on the various kinds of reserve and control accounts and their uses, as well as different ways to track accruals and allocations via downloads from DEPPS, BALANCES and the Financial Data Warehouse.
Cash Handling (2 hours / 4 sessions typically scheduled each year)
Recommended for those whose positions entail cash handling at Washington State University, this course describes the policies and procedures related to the handling of cash, the receipt and deposit of money, and dealing with foreign currency. Additionally, handling a returned check, identifying the proper procedures for safeguarding and securing monies, reimbursing a petty cash fund, and processing a refund are explained.
Department Pay (1.5 hours / 1 session typically scheduled each month)
All departments must have two people who have been trained in inputting hours for hourly staff and reviewing gross pay for departmental employees. You cannot access DEPTPAY without this training. Authorized access to DEPPS is a prerequisite to attending this course.
Course Materials: Resource List
Financial Data Warehouse Training
Financial Data Warehouse: Beginning User Training (3 hours / 2 sessions typically scheduled each year)
This training provides a beginner-level overview of the Financial Data Warehouse and the background of how it has been used at WSU. Demonstrations on how to navigate the software, importing and exporting documents, and setting up local files on computers from BusinessObjects are included. Hands-on exercises provide participants with opportunities to practice the lessons, run pre-built reports and queries, build ad-hoc queries and reports, and format basic reports.
Life Cycle of a Sponsored Program
Life Cycle of a Sponsored Program (2.5 hours / 1 session typically scheduled each year)
This is the opening course in the WSU Research Administration Series. It provides an overview of the grant process and highlights the roles of the principal investigator, the department administrator, the Office of Grant and Research Development and the Sponsored Project Finance Office.
Position Control: Part One (Watch video recording)
Appropriate for beginners in the WSU system and also for those who would like a refresher, this course is designed for those who want to gain a basic understanding of position control. It provides an overview of how DEPPS is designed, where to find necessary position information in DEPPS, how forms are routed, and an overview of position control definitions and functions. Practical instruction will be given on how to fill out basic Position Action and Expense Assignment Action forms with ample time to practice these skills. Authorized access to DEPPS is a prerequisite to attending this course.
Position Control: Part Two (Watch video recording)
Extending beyond the information provided in the first part of this course, this session provides more in-depth discussion and application of position control policies and procedures. Training on more challenging Position Action forms will be presented and additional hands-on exercises are included. Authorized access to DEPPS is a prerequisite to attending this course.
Revenue Management (Under revision)
This course is a brief overview of cash handling and intensive training of the Billings and Receivables system. It is recommended for all those that have charges or payments that run through the billings receivables system referred to as BRS. Authorized access to BRS is a prerequisite for attending this course. Included in the training is the proper use and function of the Interdepartmental Requisition and Invoice (IRI) and Service Centers.
Travel Training: Basic Forms and Procedures (3 hours / 1session typically scheduled each month)
This class covers the WSU forms and processes from the Travel Authority to the final Travel Expense Voucher being submitted. It also addresses Washington State Invoice Vouchers and airfare purchasing.
Purchasing Card: New Cardholders (2 hours / 1 session typically scheduled each month)
This course is the required training for participants in the WSU Purchasing Card Program. Account Reconcilers are strongly encouraged to attend and attendance is required of all new Cardholders. Purchasing Card Applications are available here. Participants who apply for a card at least seven days in advance will receive cards at the end of the training session.
Purchasing Card: Reconcilers and PaymentNet4 Users
Required for staff members new to PCard reconciliation responsibilities and recommended for experienced PCard Reconcilers. The course content includes:
– The role and responsibilities of the PCard Reconciler.
– Organizing and maintaining PCard documentation.
– An overview of budget coding elements used for transaction reconciliation.
– PaymentNet4 basics, such as: system set up, access, reconciling transactions, and reporting.
– PaymentNet4 deep dive into more advanced topics, such as: tax, coding splits, transaction queries, and restricted transaction reporting.
– Tips and tricks for: checking the balance on cards, looking up declines, identifying disputes, and submitting fraud cases.
Purchasing Card: Approving Official Overview (1 hour / 1 session typically scheduled each month)
Individuals who provide oversight of purchasing card usage at the department level are designated as the ‘Approving Officials.’ In this overview course, the Approving Official will learn the three participant roles and their respective responsibilities, the policy and process for purchasing, reconciliation and documentation, the prohibited purchases and the consequences of misuse.
Concept Area 3 | Fiscal Management
In many ways considered “capstone courses,” the following resources are especially appropriate for experienced fiscal managers who have a working knowledge of the processes, systems and terms provided in the previous topics.
Financial Analysis (Under revision)
This course provides a basic understanding of financial analysis at Washington State University and why it is important. When financial analysis can be used to the best advantage is discussed, along with some of the tools, techniques and applications in the college and university environment. Specific sources of financial information at WSU and the flow of information between departments, areas and central administration are explained.
Fiscal Audits and Internal Controls
Fiscal Audits and Internal Controls (2.5 hours / 3 sessions typically scheduled each year)
This course identifies and defines internal controls at Washington State University, explaining their role, purpose, and impact, as well as who is responsible for them. Additionally, the course focuses on what is looked for in an audit and describes the different types of audits common to the university. The ultimate objective of the workshop is how to ensure proper stewardship of WSU resources by utilizing strong controls that will enable clean and good audits.
Managing and Reconciling your Unit Budget
Managing and Reconciling your Unit Budget (2.5 hours / 2 sessions typically scheduled each year)
This class presents a basic overview of basic budget concepts and how they are applied at the WSU work unit level. The distinction is made between operating and capital budgets, and the advantages and disadvantages of various budgeting methods are discussed. Special emphasis is placed on the key role the staff can play in developing and controlling the unit budget.