Annual Mandatory Trainings

The following trainings must be completed by all university employees each year (this includes faculty, staff, student workers, and temporary employees paid through the payroll system):
 

COURSE CODE	NAME
H09001	Secure Our Systems
F09002	FERPA Training
F09037	Code of Ethics
F09024	Fraud Awareness

Non-exempt staff with purchasing responsibilities, all full-time faculty and all exempt staff are required to complete the F09028 – External Consulting & Related Party Disclosure form as well.

If you are required to complete any Finance Role-Based training you will receive an email from the UHS Training listserv indicating additional trainings you are required to complete depending on your access and/or job duties. The following Annual Mandatory Finance Role-Based trainings will be available October 1st:

COURSE CODE	NAME
F09015	Petty Cash & Change Fund Custodians
F09016	Procurement Card Cardholder
F09017	Procurement Card Business Office
F09018	Travel Card Cardholder
F09019	Travel Card Business Office
F09033	Credit Card Processing
F09034	Credit Card Accounting
F09035	Credit Card Data Security
F09038	Cash Security Procedures
F09039	Cash Deposit & Security Procedures

If a new employee needs to complete any of the Finance Role-Based trainings listed above prior to October 1st, so that they may gain necessary access or perform necessary job duties, please contact the Customer Service Center at 713-743-3988 to make arrangements.

All mandatory trainings must be completed by December 31 each year.  Future merit eligibility and other related privileges or access may be withheld unless training is completed. Information on training completion will be provided on a weekly basis to the college/division administrators and monthly to the division vice president. If you have questions about mandatory training, please contact the Customer Service Center at 713.743.3988.

Background and Procedures for Mandatory Training

Background

The University of Houston has mandatory annual on-line training for all staff , and staff with certain job responsibilities. These training classes outline university policies and procedures, as well as employee expectations and requirements in each subject area.  Most classes are Finance based training such as Cash Handling, Credit Card Processing, various Procurement Card training, and various Travel Card training.  Financial and non-financial staff are also be required to complete on-line training in the areas of Ethics, EEO, Systems Security, Fraud Awareness, and External Consulting and Related Party Interest.

Determining Online Training Requirements

Required training for Bauer College employees with financial responsibilities may be found at http://www.uh.edu/finance/Training/Required%20Online%20Finance%20Training.doc .  The requirements for FY2012 financial training are as follows:

In addition to workflow training, the following online (web-based) Finance training courses are available for UH employees: 

Name of Course	Required for UH Employees Below
Cash Security Procedures (See Note A)	Employees that handle cash (currency or checks) Petty cash custodians Change fund custodians
Cash Deposit and Security Procedures (See Note A)	Employees that handle cash (currency or checks) and process deposits in the Finance System Business administrators whose department handles cash
Credit Card Accounting (see Note B)	Employees who create journals to record credit card receipts for departments that accept credit card payments Supervisors of the above employees Business administrators whose department accepts credit card payment Others who oversee credit card operations in a UH department
Credit Card Processing (see Note B)	Employees who process credit card transactions (i.e., receive, handle, or send credit card information) for departments that accept credit card payments Supervisors of the above employees Business administrators whose department accepts credit card payment Others who oversee credit card operations in a UH dept.
Credit Card Data Security (see Note B)	Employees who have access to sensitive credit card information, such as the full account number received by their department for credit card transactions Supervisors of the above employees Business administrators whose department accepts credit card payment Others who oversee credit card operations in a UH department
Procurement Card Cardholder (see Note C)	Employees who use P-Cards to make University purchases that are direct-billed to the department
Procurement Card Business Office (see Note C)	Employees who perform administrative tasks related to P-Cards, such as updating the bank’s online system (SDOL) and preparing Expense Reports for signature
Travel Card Cardholder  (see Note D)	Employees who use Individual Travel Cards to purchase airfare and/or make other University travel-related purchases that are direct-billed to the department
Travel Card Business Office (see Note D)	Employees who perform administrative tasks related to Travel Cards, such as updating the bank’s online system (SDOL) and preparing Expense Reports for signature Employees who use Department Travel Cards to purchase airfare and/or make other University travel-related purchases that are direct-billed to the department

Note A:   Employees who are also involved in creating or approving cash deposit journals only need to take the Cash Deposit and Security Procedures training, since it includes information reviewed in the Cash Security Procedures training.

Note B: Credit Card Accounting, Credit Card Processing, and Credit Card Data Security are intended for departments that accept credit cards as a form of payment for goods or services they provide (e.g., auxiliaries, Bursar’s Office, etc.).  They are not intended for departments that only have P-Cards and/or Travel Cards.

Note C:   P-Card cardholders who are also involved in updating the bank’s online system (SDOL) only need to take the Procurement Card Business Office training, since it includes information reviewed in Procurement Card Cardholder training.

Note D:   Employees with Individual Travel Cards that also update the bank’s online system (SDOL) only need to take the Travel Card Business Office training, since it includes information reviewed in Travel Card Cardholder training.

All of the above courses share the following characteristics:

• They are required for employees with certain job functions or responsibilities (e.g., handles cash, uses a P-Card, creates journals to record credit card receipts for a UH merchant, etc.).
• They must be taken before an employee can start performing the job function or is given the responsibility.
• They must be taken annually during the established mandatory training period (once each fiscal year) to remind employees of the appropriate procedures and their responsibilities.
• They include a short quiz, which the employee must complete after the training to verify that they understand the key concepts. (Minimum acceptable grade for course credit is published on the course home page in UHS Training.)
• The results of the training for FY2010 (who completed which courses within a department) can be viewed by running the following query in the HR System: HR_TRN_FY10_STATUS_BYDEPT

Employees may enroll online using their Empl ID and birth date: http://www.uh.edu/hrms/training/index.htm

An email will be sent to the employee with a link to the course, when the course is available (usually within one business day).

In addition, all staff, including all part-time and non-benefits eligible staff, are required to take the following on-line training annually:

Equal Employment Opportunity

Code of Ethics

Fraud Awareness

Secure Our Systems

All exempt staff are also required to complete the Consulting and Related Party Interest forms on-line.

Staff Training Matrix 

A listing or matrix of all Bauer staff required training will be maintained by the dean's business office and will show, by employee name, all required training as determined by job responsibilities.  The list will be updated as needed for new staff hires.  Each September 1st, the list will be reviewed in it’s entirety to ensure that required training is accurate and in-line with each employee’s duties for the upcoming fiscal year. The updated matrix will be reviewed and approved by the Director of Business Operations.   A separate copy of the Staff Training Matrix will be retained by fiscal year, reflecting documented training completed.  This Staff Training Matrix will be saved on the shared drive.

Staff Notification, Requesting Training, and Documentation 

Most training must be completed by December 31st of each fiscal year.  Finance and Administration or Human Resources notifies staff who are required to take Secure Our Systems,  Code of Ethics, EEO, Fraud Awareness, Consulting and External Related Parties, that the courses are available for on-line registration.   Notification is done via email, and includes instructions on how to register for the class.

Additionally, at the beginning of each fiscal year, the dean's business office will notify via email all employees required to take finance related training, specifying each required class and the deadline for completion.

Employees must register themselves for each class.  All classes require advance registration, and are available within 48 hours of registration.  Classes can be requested through P.A.S.S or the Human Resources at http://www.uh.edu/hrms/training/index.htm. 

Follow-up on Outstanding Training 

The dean's business office is responsible for ensuring that all Bauer staff members have taken their required training by each December 31st.  No less often than monthly, between September through December, the Staff Training Matrix will be updated and reviewed for those employees with outstanding training.  Repeated email reminders will be sent to employees with outstanding training as well as their supervisors until all required training is completed.  The Director of Business Operations will be notified of all employees who have not completed the training by the specified deadline.  Supervisors are required to assist in ensuring that their direct reports have completed all required training as well. After an additional reminder, a list of employees with outstanding training will be reported to the Dean.

New Staff On-line Training 

During the fiscal year, required training will be determined for each new staff member in accordance with assigned job duties, and added to the Staff Training Matrix.  The dean's business office will instruct new employees of how to request on-line training as well as provide a list of their required training.  The dean's business office is responsible for ensuring that new staff complete all required training.  Finance required training must be completed prior the employee performing the specific finance related function.

Optional Training Resources