Course Catalog

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.

Getting Started in KFS

Offered: Available 24/7. Self-guided via IU Expand and Canvas. Click here to enroll in the course.
Approximate time to complete: 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.

Common KFS Documents

Offered: This course is being rebuilt in Canvas. In the meantime, checkout class handouts on the Handouts 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.

KFS Balance Inquiries

Offered: This course is being rebuilt in Canvas. In the meantime, checkout class handouts on the Handouts 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.

P-Card Essentials

Offered: Available 24/7. Self-guided via IU Expand and Canvas. Click here to enroll in the course.
Length: 4 hours
Description: Procurement Cards, also known as P-Cards or Pro-Cards, are a convenient way to pay for hospitality, conference registrations, and one-off emergency purchases when there isn’t time to establish a Purchase Order. This course covers proper P-Card usage, credit card charge reconciliation, identifying and reporting fraud, and more.

After completing this training you will be able to:

• Specify when a P-Card is appropriate to use.
• Describe considerations related to purchasing from Amazon Business, hospitality, software, and flowers.
• Reconcile P-Card transactions in Chrome River.
• Resolve transactions involving sales tax, lost receipts, or personal purchases.
• Identify and report a fraudulent transaction and dispute a transaction.
• Locate resources and support related to P-Card procedures.

Audience: IU faculty or staff who will be named as the responsible cardholder for a procurement card. The responsible cardholder is the individual whose Chrome River eWallet receives P-Card transactions.

Payroll Essentials

• 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.

All About Catalog Orders

• 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.

Check Request Essentials

• 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.

Travel, Guest Speakers, and Honoraria

• Request a traveler be added to Chrome River.
• Search for a supplier in BUY.IU and verify it is ready to use for payment processing.
• Request a supplier be invited to complete the registration process.
• Locate supplier registration help documentation.
• Locate payment details for BUY.IU and Chrome River payments.

Order Building Best Practices

• 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 invoicing 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

• 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.

Approver Setup

• 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.

Introduction to Financial Reports

Offered: Available 24/7. Self-guided via IU Expand and Canvas. Click here to enroll in the course
Approximate time to complete: 90 minutes
Description: This interactive 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.

IUIE Financial Reports

• 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.

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.

• 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 Authorization in Chrome River

Offered: Available 24/7. Self-guided via IU Expand and Canvas. Click here to enroll in the course. 
Approximate time to complete:  2 hours
Description: Trip Authorization (TA) is the first part of the travel process, and depending on where you're headed, a requirement before booking travel. This course will get you up to speed on everything you need to know about pricing out a trip, completing a TA report, and ensuring your request is approved.

After completing this training, you will be able to:

• Describe when a Trip Authorization (TA) report is required.
• Gather the information required to complete a TA report. 
• Submit a TA that inclues hotel, airfare, and per diem.
• Track a submitted TA and determine its report status.
• Locate support resources related to TA.

Booking Trips Online with Egencia

After viewing this webinar, you will be able to:

• Define “Designated Travel Agency” and when they are required
• Identify which DTAs provide which services
• Book a flight and a hotel in Egencia
• Describe how the Chrome River eWallet is tied to Egencia

Prepaid Travel Reconciliation

After viewing this webinar, you will be able to:

• Explain the difference between reconciliation and reimbursement
• Describe how the Accountable Plan affects reconciliation timing
• Reconcile prepaid expenses in Chrome River

All About Per Diem

After viewing this webinar, you will be able to:

• Define Per Diem and identify the criteria that must be met to receive it
• Calculate and request trip Per Diem in Chrome River
• Adjust a Per Diem request to account for free meals
• Define receipt requirements for Per Diem

Reimbursement Round-Trip

After viewing this webinar, you will be able to:

• Identify common out of pocket expenses
• Describe how the Accountable Plan affects reimbursement timing
• Describe what information a receipt must contain when requesting reimbursement
• Complete a travel reimbursement report in Chrome River
• Use the mileage calculator in Chrome River
• Set up a reimbursement direct deposit account in the Employee Center
• Track the status of a payment in Chrome River

Travel Document Approver 101

After viewing this webinar, you will be able to:

• Define your responsibilities as an IU travel approver
• Compliantly review and approve reports in Chrome River
• Determine when returning a report is appropriate and return a report
• Verify a receipt contains the required information to support an expense
• Determine which actions in Chrome River will yield email notifications

Smooth Operations: Approver Setup

After viewing this webinar, you will be able to:

• Assign a Travel Doc Approver using the Account Delegate document in KFS
• Determine when a Vacation Approver is appropriate to use
• Describe the difference between a Delegate and Super Delegate and when each is appropriate