Are you responsible for managing, administering or approving funds?

Transcription

1 May 2012 NEW! Financial Services Certificate Programs Are you responsible for managing, administering or approving funds? If the answer is yes, you will benefit from the new Financial Services Certificate programs offered by Ryerson s Financial Services department. ese sessions and workshops are designed to help you perform necessary financial tasks accurately and easily, reducing stress and confusion. why enrol? Reduce your stress and confusion by learning the ins and outs of Ryerson's financial tools and systems. Pick up handy tips and tricks along the way that will make your financial tasks easier and faster! You ll help build your career skills, too. Each time you complete a series of sessions or workshops, you ll earn a Financial Services Certificate. RegisteR today! Visit For more information, contact your Financial Advisor or the Financial Services Help Desk, ext.2688 or RUFISHelp@gw .ryerson.ca How it works Earn a Financial Services Certificate by completing all the sessions in each of the ten (10) certificate series. e sessions vary in length from 1 2 hours each. Need a refresher in just one area, or prefer to take only selected courses? You can enrol in only those courses you wish to take (no certificate will be awarded). Take these courses with a group of peers! Contact your Financial Advisor to schedule the sessions.

2 Financial Services Certificate Programs earn a Financial service Certificate for each of the series of sessions or workshops described below. series 1: accessing FinanCial systems Session 1.1: Introduction to Ryerson Financial Services Find out who s who in Financial Services! You ll learn more about the teams within the Financial Services department and the services they provide as your partner in achieving Ryerson s mission. Session 1.2: Service Standards - Financial Services Success starts with a good plan! Learn more about the services offered by Financial Services and the timelines of delivery for different types of services and actions so you can plan effectively. Session 1.3: Navigating the Financial System Learn how to find your way around the financial systems. You will explore the physical navigation of systems, learn how different university systems interact, and discover the useful terminology used within the systems. Session 1.5: Financial Reports / Funds Available Running a report is only the first step! Learning how to read and interpret the information that it provides will prove invaluable. is session includes useful, straightforward information about summary and detail formats for both monthly, fiscal year and project year funds; reporting terminology; budgets, actual, encumbrances and Budget Balance Available (BBAs); and an overview of the important role of account codes. Session 1.6: Budget Entries vs. Journal Entries (debits and credits) What s the difference between a Budget transfer and an Actual transfer? What do account codes have to do with processing transactions or corrections? Learn the answers to these questions while also understanding how debits and credits affect your financial reports, including how debits applied to either a journal entry or a budget entry transaction can affect your bottom line. Session 1.4: Oracle General Ledger Inquiry Getting to know Oracle General Ledger inquiry screens is an important step in making financial administration easier. In this session, you ll explore the various informational screens available within the General Ledger online inquiry forms, including Actual, Encumbrance and Budget screens. You will also learn the differences between the types of data, their levels of detail and more importantly, discover how this can help you in your day-to-day functions. 2 Ryerson University Financial Services Certificates Programs

3 series 2: UndeRstanding the BasiCs of FinanCial activities Session 2.1: Reviewing General Journal Entries Building on the fundamentals introduced in Oracle General Ledger Inquiry session (1.4 above), this session demonstrates how to find details supporting budget and actual transactions as well as non-salary encumbrances. You ll also learn how to access MarkView documentation supporting journal entries, invoice payments, budget transfers and more. Session 2.2: Approving Documents Become a MarkView expert! Ryerson s innovative document management system works in conjunction with the university s financial system. In this useful session, you ll get acquainted with the MarkView processes that affect you, and learn how to approve, code, and comment on documents. Session 2.4: Account Codes (Including Advances, Prepaids and Internal Chargebacks) What are account codes and why are they important? In this session, you ll discover more about the four-digit account codes that represent specific expenses and/or revenues, and explore key groups of accounts, including Internal Chargebacks, Capital, Advances & Prepaids, Consulting versus Professional Services and more. Session 2.5: Purchasing Card (P-Card) Note: this session is mandatory for all new Cardholder applicants and Cardholder approvers. Learn all the advantages of using Ryerson s Purchasing Card, a special BMO MasterCard designed specifically for Ryerson s low-dollar value purchase orders and other transactions. In this session, you ll learn how and when to the P-Card must be used, and the rules associated with using it. Session 2.3: Chart of Accounts Understanding Ryerson s seven segment, twenty-eight digit Chart of Accounts (COA) is your key to initiating transactions and effectively analyzing & managing your accounting activity. Learn all about the purpose, importance and how-to s of the COA in this straight-forward session, where you ll also learn how to request new cost centres. Ryerson University Financial Services Certificates Programs 3

4 series 3: Hands-on CoMPUteR workshops Note: Hands-on Workshops are two hours in length. series 4: FinanCial ManageMent FoR administrative staff Session 3.1: iprocurement Get the goods on requesting goods or services for the university. You ll learn the simple process of creating requisitions and understand how the request flows through an approval process to become a purchase order. And you ll gain important tips for effectively and efficiently selecting the goods and services your department needs. Session 3.2: iexpense Become an expert in iexpense! is session delivers valuable knowledge for submitting iexpense claims for personal reimbursement. Hands-on examples will equip you to enter iexpense claims easily and accurately, and make the most of the system s features for questioning expense receipts and checking eligibility. Requests for advances will also be covered. Session 3.3: Exporting Oracle Reports into Excel Exporting Oracle reports into Excel can help make it easier for you to analyze and forecast your budgets and other financial activity. is session shows you all the steps for exporting Oracle reports and demonstration how this can help you in the overall financial management of your funds. Session 4.1: Preparing and Managing Budgets Budgets are among the most important tools in sound financial management, but creating a budget can cause headaches! is helpful session is your prescription. You ll learn stepby-step how to create a detailed budget, exploring line item budgeting for both incomes and expenses, and understand the difference between budgeting at the line item level verses the pool level. You ll also gain essential tips on monitoring budgets and yearend planning, including carry-forward calculations, accruals, important deadlines and more. Session 4.2: Reconciliation Salary Learn how to complete monthly salary reconciliations effectively and efficiently in this session, where hands-on tools will help you also gain important understanding of the salary encumbrance process and salary expense reports. Session 4.3: Reconciliation Non-Salary In this session, you ll learn how to complete monthly non-salary reconciliations effectively and efficiently, and become familiar with using Ryerson s handy Markview system to view invoices. Like the previous session, this session includes a review of the encumbrance process and uses a take-away sample to help make these tasks easy to understand. 4 Ryerson University Financial Services Certificates Programs

5 series 5: Managing internal ReseaRCH FUnds (FUnd 13) Pre-requisite: You are required to attend all sessions offered in Series 1 4 before signing up for Series 5. You ll find this straightforward session invaluable! You ll gain useful understanding of budget allocations and the level of accountability required for each fund, while also examining important aspects of budget management, from reviewing encumbrances and expenditures, to checking balances and more! series 7: Managing trust FUnds (FUnds 60, 61 & 62) is session delivers an easy-to-understand introduction to various types of trust funds, including expendable trust funds, stabilization funds, and endowed funds. Learn about the terminology and the tools available to assist you award templates and SPEND distributions. is session is of particular value if you work in any of the departments that have a role in administering trust funds, including Faculties/Schools, University Advancement, Student Financial Assistance, Convocation and Awards Office. series 6: Managing external PRoJeCts (FUnd 51) Pre-requisite You are required to attend all sessions offered in Series 1-4 plus Session 10.4 below before signing up for this series. Managing externally-funded research grants or contracts can be complex. is session ensures researchers, RASOs and other administrators of research funds are equipped to run summary and detailed financial reports, check funds available, reconcile accounts and look for backup documentation via MarkView and more. You ll also walk away with an accurate understanding of the relevant terminology including project budgets, encumbrances and Funds Available, among others. series 8: FinanCial ManageMent FoR senior administrators Pre-requisite: You are required to attend Approving Documents and Account Codes (both offered in Series 2) and Session 10.4 prior to signing up for this series. Deans, Chairs and Directors this efficient session is specifically designed with you in mind. You ll gain a clear understanding of the annual budget process, budget and accounting terminology, the Chart of Accounts, the different types of funds Operating, Research, Trust, etc. and the importance of line-item budgeting, and relevant Ryerson systems. Most valuably, you ll access helpful ready-to-use tips on creating, managing and monitoring your budgets. Ryerson University Financial Services Certificates Programs 5

6 series 9: advanced information sessions Session 9.1: Requesting Scholarships, Bursaries and Awards Get the inside track on requesting scholarships, bursaries and awards. In this session, you ll become familiar with the request process, calendar-year-end tax implications, and examine the related expenditure account codes. Session 9.2: Payments to Independent Contractors is highly valuable session cuts through the complexity of hiring and paying Independent Contractors (those with no HST # & no Business #). You ll explore the required forms (including Contractor Certification; ICON; ICA, and others) and learn more about methods of payment. Session 9.3: Insurance Insurance is a necessity in many aspects of university business. is to-the-point session covers the essentials of insurance, and ensures you have the information you need about Ryerson's current liability and property insurance policy; the process of obtaining a Certificate of Insurance; liability waivers for student activities; reporting stolen or damaged Ryerson property; reporting accidents on campus, and much more. Session 9.4: Managing Ancillary / Lab Fees Collected from Students ose ancillary fees collected from students can add up to one big headache. is session is the answer! Discover everything you need to know about relevant guidelines and the financial and administrative process that is necessary to meet the mandatory conditions for compulsory non-tuition student ancillary fees. Session 9.5: Faculty Professional Development (PD) Expenses In this session, you ll examine the policy and process for reimbursing faculty for professional development expenses in accordance with the Collective Agreement. Session 9.6: Buying Goods and/or Services Open, Fair and Transparent Learn all the ins and outs of the competitive bid process required for purchasing goods and/or services over $25,000 for Ryerson. is session also reviews the Purchasing Policy and the Ontario Broader Public Sector Directives introduced in Session 9.7: Conferences & Special Events Did you know Ryerson offers a convenient, easy-to-use on-line conference/event registration system? Learn all about it in this session, and get answers to all your questions including when to charge HST and when you shouldn t. Session 9.8: Cash Management Gain best practice advice for receiving cash, cheques, credit cards, debit and keeping other assets including cash and personal belongings, safe in the university environment. Session 9.9: Gift Certificates & other non-cash payments Gi cards, gi certificates and other non-cash payments can be a handy way to recognize someone s work or participation, but these payments are not always considered eligible expenses. Learn all the essentials in this session including some information provided by the Canada Revenue Agency (CRA) on this subject matter Note: Some sessions may be grouped together. 6 Ryerson University Financial Services Certificates Programs

7 series 10: FinanCial services PoliCies In this series, you ll review recent important developments in Ryerson s Financial Services Policies and Procedures, ensuring that you have the essential information you need to be compliant in all your financial activities and transactions. For up-to-date policies, visit Session 10.1: Business Travel Policy Faculty & Staff Reimbursement Policy Reimbursement of Alcoholic Beverage Expenses Travel Card Policy Session 10.2: Purchasing Policy Session 10.3: Bank Accounts Policy Petty Cash Fund Policy Session 10.4: Execution of Contracts and Documents and Signing Approval Authority Schedule Ryerson University Financial Services Certificates Programs 7

8 Register today to start earning your Financial Services Certificates! sign up at For more information, or to schedule a group training session: Contact your Financial Advisor or the Financial Services Help Desk, ext.2688 or RUFISHelp@gw .ryerson.ca Cancellations must be received no later than 48 hours prior to the session or a $50 cancellation fee will be charged to your department. Ryerson University Financial services 1 Dundas Street West, 9th Floor Toronto, Ontario M5G 1Z3