FTD Home
	Mission
	Staff
	The Bottom Line
	Calendar
	Courses
	BEN Teaches
	Documentation
	Registration
	VP for Finance & Treasurer

Financial Training Department
University of Pennsylvania
Suite 409A Franklin Building
3451 Walnut Street
Philadelphia, PA. 19104

215.573.5603 (Phone)
215.898.9954 (Fax)
Email: training@pobox.upenn.edu

[ Description of Course Offerings ]

Chart of Accounts
Prerequisite: None

This three-hour workshop provides participants with a detailed explanation of the University's seven segment, twenty-six digit, Chart of Accounts. Understanding the Chart of Accounts is the gateway for enabling you to initiate transactions as well as analyze & manage your accounting activity thoroughly and effectively.

Also explained at this session is the foundation for Responsibility Center Management (RCM) at the University. A 'Web Expedition' is provided as a homework assignment prior to attending class. There is also a quiz included at the end of the session.

BEN Buys - Requisition Only

This three-hour, hands-on training required to initiate online requests for goods and services through the Penn Marketplace. Users will learn:

· Procurement/disbursement policies and procedures,
· How to effectively and efficiently select the desired goods and services,
· The navigational techniques of the application, and
· How to process receipts.

BEN Buys - Purchase Order Manager
Pre-requisite: Chart of Accounts

This five-half day, hands-on training session is required to procure goods and services at the University through the Penn Marketplace, approve requisitions, and manage purchase orders. Users will learn:

· Procurement/disbursement policies and procedures
· The navigational techniques of the web application
· How to effectively and efficiently select the desired goods and services
· How to manage purchases, from requisitioning through the purchase order approval process
· The navigational techniques of the Oracle application
· How to process receipts
· AP/Invoice Imaging, including how to relieve PO invoice holds

BEN Buys - Invoice Inquiry Only

This one and one-half hour hands-on course if for individuals who only require access to BEN Financials for researching invoices, payments, and supplier information. The content of this course is included in the Purchase Order Manager course. Invoice Inquiry Only is intended for individuals who do not require full BEN Buys-PO Manager access, only a tool for researching invoices, payments, and supplier information.

The course curriculum includes:

·Navigation and orientation to the Invoice Inquiry form
·Review and discussion of the Purchase Order process from requisition to invoice payment
·Techniques for researching invoice, payments including check dates and date cashed, and supplier information

BEN Balances - General Ledger Inquiry and Reporting
Prerequisite: Chart of Accounts

This two half-day, hands-on training teaches participants the basic inquiry and reporting processes required to analyze and manage financial accounting activity at Penn. Included are reviews of:

· The University's business processes and financial policies
· Functions, such as determining funds available, the various ways to perform an inquiry on account balances and transactions
· How to run, print and/or export standard BEN Balances reports

BEN Balances - Manual Journal Entry
Prerequisite: BEN Balances - GL Inquiry and Reporting

This half-day, hands-on training session teaches participants:

· Policies and procedures for the journal entry process,
· How to enter a manual journal entry for transferring a cost and correcting an error,
· Purchasing Card redistribution, and
· Correcting suspense transactions.

BEN Balances - Budget Journal Entry
Prerequisite: BEN Balances - GL Inquiry and Reporting

This half-day, hands-on training session teaches participants:

· Policies and procedures for the budget journal entry process
· The different categories of budget journals, and how to enter them
· A review of the RCM model and how it pertains to budgeting

BEN Balances - Freeze Grant User

This two-hour training session is for end users with job responsibilities relating to grants and contracts, who would like the ability to freeze and/or unfreeze grants.

BEN Reports
Prerequisite: Chart of Accounts

This two-hour training session will be a demonstration of the BEN Reports web-based query tool. BEN Reports allows authorized users to run predefined reports against the Data Warehouse using a web browser. The application includes:

Financial Reports

Budget/Actual Variance
General Ledger Revenue/ Expense Detail
RCM Category Comparison

Salary Management Reports

Employee Payments by Fund
Employee Payments by Individual

Sponsored Programs

GRAM (Grants Reporting and Management )
Protocol

BEN Deposits
Prerequisite: BEN Deposits Knowledge Building

Designed to show users how to enter and update cash and/or check deposits using the on-line BEN Deposits application. Included will be examples of how to query and download deposit information, and a review of University business policies related to cash management and depositing. Users may take the course in either of two formats:

· Hands-on, self-paced web-based training (approximately 45 minutes)
· Hands-on, instructor-led classroom training (approximately 2 hours)

Operating Gifts and Endowments
Pre-requisite: Review of Gift, Endowment, and Gift & Endowment Reporting User Guides

This one and one-half hour program is intended for administrative and other support staff at the University who manage endowment (4xxxxx) and operating gift (6xxxxxx) accounts. This presentation is designed to cover all aspects of managing operating gift & endowment accounts. Topics to be discussed in the program include:

· Definition of a gift, definition of an endowment, comparing and contracting both
· Overview of the gift process, the gift agreement, and creation of a fund
· Trust sheets and fund attributes
· Receiving & recording gift revenue
· Budgeting of gift & endowment accounts
· Monitoring income & expense activity
· Reporting

Payroll/Personnel System
Prerequisite: Chart of Accounts

This combination lecture and hands-on training takes place over 5 half days, and provides participants with a basic understanding of payroll/personnel terminology and how to navigate within the on-line payroll/personnel system. Covered throughout the week is an overview of Penn's structure; how to create positions; documentation requirements for all employee types; payroll transactions to be executed based on various human resource actions; and use of the on-line system for creating and updating payroll records, time reporting, and entering salary reallocations.

Also included is the use of Salary Management for obtaining reports, as well as the BEN Reports Salary Management Reports. A series of guest lecturers also participate in this session, offering subject matter expertise in their respective areas of concentration, ranging from Human Resources to Corporate Tax.

Clinical Practices of the University (CPUP) Payroll
Prerequisite: Payroll/Personnel System

This two-hour lecture-style training session is for all personnel involved in processing payroll for a Standing Faculty member, who is a Clinician-Educator or a Health System Physician/Clinician compensated for services at the University of Pennsylvania and either the University of Pennsylvania Health System or Children's Hospital.

A review of these processes and procedures will include adding and/or identifying this type of individual to be paid through the University's Payroll/Personnel system as well as how to make a variety of payments, including 'variable' pay and 'administrative stipends'.

Purchasing Card

For individuals buying goods and services on behalf of the University using a Purchasing Card, this one and one-half hour training session provides an overview for the University's Purchasing Card program. Highlighted will be the ordering process, documentation, disputed transactions, ease of use, restricted commodities, and card misuse.

Space@Penn

This course is a combination of instructor-led training and self-paced exercises designed for users to gain an understanding of how to manage space utilization via the Space@Penn Web Updater application. The course curriculum includes:

Hands-on, instructor-led classroom training (approximately 2 hours)

·An overview of the Space@Penn project
·University's space utilization business processes and policies
·Reading floor plans and reviewing space detail reports from the Data Warehouse
·Navigational techniques of the Space@Penn Web updater application
·How to inquire, edit, and maintain room functional usage data

Self-pace exercises (approximately 30 minutes)

·Exercises are designed to demonstrate the users knowledge of space policies & procedures and proficiency with the Space@Penn Web Updater application

Sponsored Programs at Penn

This two-day program is intended for administrative and other support staff at the University who manage grant and contract accounts. The program is a series of workshops that will cover the life cycle of extramural research from proposal preparation to account closeout. Below is a description of each Sponsored Program module being offered during the two days:

Proposal Preparation and Processing will provide a general overview of the Penn approval process for submitting extramural proposals.

Contract Negotiations covers the issues surrounding research contracts.

Award Acceptance and Account Set-Up reviews the process of award acceptance and account set-up. Discussion items include the Notice of Award and what are the essential elements needed to set up an account. Other topics include a definition of PBUD and PBIL, how to read an Account Information Sheet (AIS), how to set up a subcontract, etc.

Project Management is focused on the issues related to post-award management from award set-up to closeout.

Financial Award Management is focused on the issues related to post-award management, particularly allowability of expenditures.

Report Tools and Data Sources reviews the reports and information available to successfully manage sponsored programs.

Closeouts is focused on policies and procedures relating to the closeout of a grant or contract.

Audit Issues will address the different types of audits that may apply to sponsored projects. Discussion topics will include how to maintain records so that you are prepared for a possible future audit and Penn's strategies for managing audits.

Note: If registering, you must attend the full two-day program.