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This page lists trainings hosted or facilitated by the Financial Training & Communications team. Click a training topic accordion to expand it and learn more about the classes offered related to that topic.

Invoice Review and Approval

Offered: Training recording available 24/7 in Kaltura. Click here to access the video
Length: 50 minutes
Description: There is a lot of information available on a BUY.IU invoice! What do you need to pay special attention to? How do you know appropriate receipts have been logged? In this session we’ll discuss invoice workflow and demonstrate the invoice review and approval process.
After viewing this training, you will be able to:

Define which invoice workflow stops require department action.
Describe what action is required by an invoice approver at each workflow stop.
Filter the invoice approvals page by payment type.
Review and approve an invoice.
Describe when rejecting an invoice is appropriate.
Contact Accounts Payable staff for help on an invoice.

Audience: This training is designed for staff who approve BUY.IU invoice documents and have some familiarity with BUY.IU.

Out of Pocket Reimbursements

Offered: Training recording available 24/7 in Kaltura. Click here to access the video
Length: 45 minutes
Description: We try to avoid it, but sometimes it’s inevitable: a staff member or supplier makes a purchase using personal funds while doing business for IU. How do you make sure the purchaser gets their money back and what tax considerations should you think about along the way?
After viewing this training, you will be able to:

Articulate whether a reimbursement is allowable as defined by the IRS Accountable Plan.
Determine which system, Chrome River or BUY.IU, should be used to issue a reimbursement.
Complete an Out of Pocket Reimbursement report in Chrome River.
Complete a Reimbursement for Supplier Out of Pocket Expense check request form in BUY.IU.
Locate payment details for BUY.IU and Chrome River payments.

Audience: This training is designed for staff who have some familiarity with BUY.IU and Chrome River and are comfortable navigating in those systems.

Capital Purchases in BUY.IU

Offered: Facilitated Online via Zoom.
Length: 90 minutes
Description: Requisitions of capital equipment in BUY.IU require the user to provide additional information in order for the asset to be created in the capital asset database. This course will explain what you need to know about making a capital purchase in BUY.IU and provide examples of how to complete the Asset Configuration Document. After attending this training, you will be able to:
After attending this training, you will be able to:

Identify equipment purchases that should be capitalized.
Identify costs that can be capitalized with the equipment.
Flag an item as capital on a requisition.
Correctly complete and submit the Asset Configuration Document in Fuse.

Audience: This session is targeted for staff members that purchase equipment for their organization.

Capital Asset Inventory Documents

Offered: Facilitated Online via Zoom.
Length: 90 minutes
Description: Each organization is responsible for maintaining and tracking their capital equipment inventory per IU Policy FIN-ACC-170. This course will discuss the different tasks and KFS documents necessary to complete a physical inventory.
After attending this training, you will be able to:

Navigate the Capital Assets module in the Kuali Financial System.
Identify the appropriate inventory document to use based on the task you need to accomplish.
Correctly identify what procurement attributes make a piece of equipment a capital asset.
Avoid pitfalls based on common myths that might occur during a physical inventory .

Audience: This session is targeted towards departmental capital asset representatives that have the CAMS role 10203 in KFS. However, all staff members who have a custodial interest in maintaining equipment owned by Indiana University may attend. Other aspects of capital asset management outside of movable equipment are not in scope.

Getting Started in KFS

Offered: Available 24/7. Self-guided via IU Expand and Canvas. Click here to enroll in the course.
Length: 2 hours
Description: This hands-on training introduces participants to the basics of IU’s accounting structure, as well as IU’s financial system, the Kuali Financial System (KFS). Participants will learn IU accounting terminology as well as how to submit, locate, and follow a KFS document.
After attending this training, you will be able to:

Summarize your role in IU’s finance and accounting system.
Explain the purpose of IU’s finance and accounting system.
Define the following accounting terms: chart codes, accounts, and object codes.
Demonstrate your ability to initiate and submit a KFS document, including use of the Notes and Attachments and Ad Hoc Recipients tabs.
Demonstrate your ability to follow a KFS document to final status using the Route Log, Doc Search, and Action List.

Audience: This training is designed for IU staff with no prior experience, limited or infrequent experience, or those who otherwise require a basic introduction to IU’s financial system.

Common KFS Documents

Offered: This course is being rebuilt in Canvas. In the meantime, checkout class handouts on the Training Materials page.
Length: 2 hours
Description: This hands-on training introduces participants to the basics of IU’s accounting structure, as well as IU’s financial system, the Kuali Financial System (KFS). Participants will learn IU accounting terminology as well as how to submit, locate, and follow a KFS document.
After attending this training, you will be able to:

Summarize your role in IU’s finance and accounting system.
Explain the purpose of IU’s finance and accounting system.
Define the following accounting terms: chart codes, accounts, and object codes.
Demonstrate your ability to initiate and submit a KFS document, including use of the Notes and Attachments and Ad Hoc Recipients tabs.
Demonstrate your ability to follow a KFS document to final status using the Route Log, Doc Search, and Action List.

Audience: This training is designed for IU staff with no prior experience, limited or infrequent experience, or those who otherwise require a basic introduction to IU’s financial system.

KFS Balance Inquiries

Summarize your role in IU’s finance and accounting system.
Explain the purpose of IU’s finance and accounting system.
Define the following accounting terms: chart codes, accounts, and object codes.
Demonstrate your ability to initiate and submit a KFS document, including use of the Notes and Attachments and Ad Hoc Recipients tabs.
Demonstrate your ability to follow a KFS document to final status using the Route Log, Doc Search, and Action List.

Audience: This training is designed for IU staff with no prior experience, limited or infrequent experience, or those who otherwise require a basic introduction to IU’s financial system.

Payroll Essentials

Offered: Available 24/7. Self-guided via IU Expand and Canvas. Click here to enroll in the course.
Length: 6 hours, however the class does not require completion in one sitting. Your progress is saved as you complete the course and we encourage you to take breaks.
Description: Payroll Essentials is a prerequisite for Human Resource management System (HRMS) voucher access. This class serves as a one-time training requirement. This class is made up of a series of modules. Each module consists of training videos, Quick Check knowledge checks, and quizzes.

After completing this training, you will be able to:

Define deadlines associated with payroll processing.
Review, update, and approve Kuali Time timesheets.
Review, update, and approver HRMS payroll vouchers.
Initiate and submit HRMS adjustment vouchers.
Locate HRMS resources to assist with payroll processing.

Audience: First-time payroll processors or established payroll processors who wish to complete the training to review IU payroll policies and protocols.

All About Catalog Orders

Offered: Training recording available 24/7 in Kaltura. Click here to access the video
Length: 35 minutes
Description: Over 80% of IU’s purchases are made from catalog suppliers like Guy Brown, CDW-G, Dell, and HP Products. In this session, we’ll demonstrate how to locate these suppliers, build an order, and complete a requisition in BUY.IU.
After viewing this training, you will be able to:

Locate BUY.IU dashboards containing catalog suppliers.
Build an order in Guy Brown, a punchout catalog supplier.
Complete and submit a requisition document containing catalog items.
Update an order’s shipping address and funding information at the line item level.
Track an order using the document workflow.

Audience: This training is designed for staff who have some familiarity with BUY.IU, including completion of a requisition document, and are comfortable navigating in BUY.IU.

Check Request Essentials

Offered: Training recording available 24/7 in Kaltura. Click here to access the video
Length: 45 minutes
Description: Check request forms are used to issue one-time payments in specific situations, dictated by each check request form. In this session we’ll discuss when you should and should not use these forms, how to complete them appropriately, and how to locate payment details.
After viewing this training, you will be able to:

Determine if a check request is appropriate to use.
Search for a supplier and verify it is ready to use.
Review a supplier record and determine where payment will be sent.
Complete an Honoraria/Guest Speakers/Entertainers form.
Complete a requisition document containing a check request form.
Locate check request payment details.

Audience: This training is designed for staff who have some familiarity with BUY.IU, including completion of a requisition document, and are comfortable navigating in BUY.IU.

Travel, Guest Speakers, and Honoraria

Offered: Training recording available 24/7 in Kaltura. Click here to access the video
Length: 45 minutes
Description: Covering travel expenses and paying honoraria to guests is not the…simplest process here at IU. In this session we’ll talk about how this process works and what you can do to make sure you (and your guest) have the smoothest experience possible.
After viewing this training, you will be able to:

Determine if a check request is appropriate to use.
Search for a supplier and verify it is ready to use.
Review a supplier record and verify the payment address on file.
Complete an Honoraria/Guest Speakers/Entertainers form.
Complete a requisition document containing a check request form.
Locate check request payment details.

Audience: This training is designed for staff who have some familiarity with BUY.IU, including completion of a requisition document, and are comfortable navigating in BUY.IU.

Order Building Best Practices

Offered: Training recording available 24/7 in Kaltura. Click here to access the video
Length: 45 minutes
Description: Non-catalog orders are the basis for one-time, recurring, and blanket orders. They also allow you to enter all your own order details. That’s a lot of pressure! In this session we demonstrate how to build your order for success to ensure smooth invoice processing.
After viewing this training, you will be able to:

Define when a non-catalog order, recurring, or blanket order should be used.
Search for a supplier and verify it is ready to use.
Identify the appropriate fulfillment center to use for your order.
Determine the appropriate supplier request form to use when editing or requesting a supplier.
Update an order’s shipping address and funding information at the line item level.
Track an order using the document workflow.

Audience: This training is designed for staff who have some familiarity with BUY.IU, including completion of a requisition document, and are comfortable navigating in BUY.IU.

Payments in Foreign Currency

Offered: Training recording available 24/7 in Kaltura. Click here to access the video
Length: 75 minutes
Description: Foreign currency payment processing changed on January 31, 2022. This training recording demonstrates the new process and discusses its impact on encumbrances, invoices, and receipts.
After viewing this training, you will be able to:

Search for a supplier and verify they are ready to use in a foreign currency order.
Enter a foreign currency order using the new process.
Describe supplier invoice requirements and the invoice review process.
Locate Pending requisitions and change requests that must be approved before the switch.

Audience: This training is designed for staff who are familiar with BUY.IU and are comfortable navigating in BUY.IU.

Change Requests: When and Why

Offered: Training recording available 24/7 in Kaltura. Click here to access the video
Length: 35 minutes
Description: Change requests are used to make almost any update to a purchase order you can imagine. In this session, we’ll discuss when a change request is appropriate, when a new order is needed, and how to complete one successfully.
After viewing this training, you will be able to:

Define when a change request is appropriate.
Determine when a new order is needed in lieu of a change request.
Complete and submit a change request document.
Use the PO Preview function to verify your document is setup correctly.
Track your change request using the document workflow.

Audience: This training is designed for staff who have some familiarity with BUY.IU, including completion of a requisition document, and are comfortable navigating in BUY.IU.

Approver Setup

Offered: Training recording available 24/7 in Kaltura. Click here to access the video
Length: 45 minutes
Description: What determines who approves your department’s BUY.IU documents? In this session we’ll discuss BUY.IU approver setup in KFS as well as within BUY.IU itself via the substitute approver option. We’ll wrap up by sharing some tips and tricks to help you manage your approvals and review documents that have routed to you.
After viewing this training, you will be able to:

Establish requisition and invoice approvers in BUY.IU using the KFS Account Delegate document.
Define BUY.IU’s segregation of duties setup.
Assign a substitute approver.
Filter your approvals section for a specific type of document.
Review and approve a requisition and change request document.

Audience: This training is designed for staff who approve BUY.IU documents and have some familiarity with BUY.IU and the Kuali Financial System (KFS).

Introduction to P-Cards in Chrome River

Offered: Training recording available 24/7 in Kaltura. Click here to access the video.
Length: 20 minutes
Description: This short video walks through P-Card roles within Chrome River and demonstrates how to reconcile P-Card charges.
Topics included in this video:

Accessing Chrome River.
P-Card Reconciliation, Segregation of Duties.
Unused Items Email.
P-Cards and Critical Data.
P-Card Reconciliation Demo.

Audience: This training is designed for IU staff with no prior experience, limited or infrequent experience, or those who otherwise require a basic introduction to IU’s expense reconciliation system, Chrome River.

Introduction to Financial Reports

Offered: Available 24/7. Self-guided via IU Expand and Canvas. Click here to enroll in the course.
Length: 1 hour, 30 minutes
Description: This training introduces vocabulary used in financial reports at IU. Participants will practice applying this terminology to a simple financial report. Finally, we’ll explore the similarities and differences between IU’s financial reporting environments. .
After attending this training, you will be able to:

Apply report-related terminology to interpret a simple financial report.
Identify the three environments in which financial reports can be run at IU.
Describe the similarities and differences between KFS Balance Inquiries and IUIE reports.

Audience: Audience: This training is designed for IU staff who are familiar with IU’s accounting structure such as object codes and accounts.

IUIE Financial Reports

Offered: This course is being rebuilt in Canvas. In the meantime, checkout class handouts on the Training Materials page.
Length: 2 hours
Description: Participants in this scenario-based, hands-on training learn how to navigate in the IU Information Environment (IUIE) and run three reports: Current Balances, Detail Transactions, and GL Budget Analysis. Participants are then given a series of scenarios, select which IUIE report will return the relevant data, and interpret the data returned. After attending this training, you will be able to:

Navigate in IUIE.
Successfully run three IUIE reports:
- Current Balances.
- Detail Transactions.
- GL Budget Analysis.
Select the most appropriate IUIE report to run in a given scenario.
Interpret the data presented in an IUIE report.

Audience: This training is designed for IU staff who are familiar with IU’s accounting structure and reporting terminology. Prior to attending this training, participants should be able to interpret a simple financial report.

The Language of Chrome River

Offered: Training recording available 24/7 in Kaltura. Click here to access the video.
Length: 35 minutes
Description: Is this your first time arranging IU business travel? Or perhaps it’s been a while and you’re feeling rusty? Take this crash course in Chrome River (CR) to brush up on the language of IU travel.

Get fluent in all things related to your Chrome River dashboard, eWallet, and more! This course will also cover Chrome River delegates: an important concept for departmental staff.

After viewing this webinar you will be able to:

Define what Chrome River (CR) is and when it must be used
Locate the eWallet and define its contents
Define the terminology used in CR expense reporting

Trip Pre-Approval: Know Before You Go

Offered: Training recording available 24/7 in Kaltura. Click here to access the video.
Length: 40 minutes
Description: Pre-Approval (PA) is required for all IU-funded travel regardless of the destination or duration. Learn the essence of PA excellence and become an expert in submitting the best possible trip PA request!