Training
UC Irvine Procurement Services is committed to providing comprehensive training and resources to help faculty, staff, and departments navigate procurement processes efficiently and in compliance with university policies. Our training programs are designed to enhance your understanding of purchasing procedures, contract management, and vendor relations to ensure successful procurement outcomes for the university community.
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The table below is a comprehensive listing of all the training opportunities we provide. You can use the menu bar to find the right training for you. Select the audience drop-down to see if we offering training for your role!
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| Department | Training Title | Overview | Audience | Format/Link |
|---|---|---|---|---|
| Accounting & Fiscal Services | Travel Card (CorpCard) Overview | This training is for anyone who is interested in applying for a Corporate Travel Card (CorpCard) or anyone who reconciles Corporate Card charges. | Finance – Reimbursements, Travelers | Job Aid |
| Accounting & Fiscal Services | TEM Travel Policy Guide | This guide is for new employees or those who just need a refresher in preparing TEM documents in KFS. The following lesson reviews Travel policies and best practices. | Finance – Reimbursements | UCLC |
| Accounting & Fiscal Services | ConnexUC Travel Portal | An overview of the ConnexUC Travel Portal (formerly Connexus) for UCI. ConnexUC is the preferred UC-managed travel program, a secure web portal for booking university business travel. | Finance – Reimbursements, Travelers | UCLC |
| Accounting & Fiscal Services | Check Enclosures and Special Handling Guide | Instructions on how to process check payments on ENTs, TRs, or DVs. | Finance – Reimbursements | Job Aid |
| Accounting & Fiscal Services | Disbursement Voucher Payment Reason Codes | Lists the Payment Reason codes, names, and description of the payment category. | Finance – Reimbursements | Job Aid |
| Accounting & Fiscal Services | Reference Guide to Required Supporting Documents | Outlines the required supporting documents to include when processing reimbursements (ENT, TR, Move & Relo, or DV) | Finance – Managers, Finance – Reimbursements | Job Aid |
| Accounting & Fiscal Services | Vendor Onboarding User Guide with PaymentWorks | Outlines the vendor onboarding stages, includes a video linked on the guide | Finance – Vendor Onboarding | Video |
| Accounting & Fiscal Services | Searching the KFS Vendor Database | Instructions on how to search KFS Vendor database for specific vendors | Finance – Vendor Onboarding | Job Aid |
| Accounting & Fiscal Services | Additional and Exceptional Approvals | This guide was created to help KFS users quickly determine which common expenses need additional or exceptional approval and learn how that approval is granted. | Finance – Managers, Finance – Reimbursements | Job Aid |
| Accounting & Fiscal Services | Cellphones for UCI Business: Usage and Reimbursement Guidelines | The information on this page supports the UC-wide requirement for issuing and using cellphones for university business. | Finance – Reimbursements | Job Aid |
| Accounting & Fiscal Services | Payments to Research Participants | Instructions and guidelines for processing payments to research participants. Details allowable payment types, responsibilities, and other considerations. | Finance – Managers, Finance – Reimbursements | Job Aid |
| Accounting & Fiscal Services | Honoraria Guidelines and Procedures | An honorarium is a one-time payment granted in recognition of a special service or distinguished achievement for which custom or propriety forbids any fixed business price. This guide provides an overview of policies and procedures related to the topic. | Finance – Managers, Finance – Reimbursements | Job Aid |
| Accounting & Fiscal Services | CTS (Ghost Card) Account Training | This course is designed for new CTS Account holders but also contains helpful information for fiscal officers and accounting reviewers. | Finance – Reimbursements | UCLC |
| Emergency Management | Department-Specific Trainings and Exercises | A variety of department-specific emergency management trainings and exercises designed to help teams prepare for and respond to crises effectively. Hands-on, interactive learning experiences focus on incident response, business continuity, and crisis communication, and include tabletop exercises, functional drills, or full-scale simulations. | Staff, Faculty | Hybrid/Mixed |
| Emergency Management | Emergency Response Procedures Training | This training will help educate the campus community on personnel response actions for evacuation, active shooter, and earthquake response. In addition, it will cover what resources are available to you and how you can increase your personnel preparedness. | Staff, Faculty, Students | UCLC Online |
| Emergency Management | Evacuation Stair Chair Training |
This is a 2-part course on the safe use of Stryker evacuation chairs for staff, faculty, and students. The first part is an eCourse completed on demand via UCLC and the second part is a voluntary, but highly recommended in-person hands-on training offered biannually. Part 1: Offered on demand on UCLC |
Staff, Faculty, Students | Hybrid/Mixed |
| Procurement Services | Conflict of Interest (COI) Form | Video explaining how to fill out the COI form for vendors and campus users to follow when trying to onboard a new vendor with a potential conflict. | Campus Vendor Requestors, Vendors | Video |
| Procurement Services | KFS: Capital Asset Management | This resource outlines KFS procedures for updating, retiring, loaning, returning, and transferring capital assets, and includes instructions for completing the biennial inventory requirements. | Capital Asset Management Users | Job Aid |
| Procurement Services | KFS: PALCard Application (PCAP) Instructions for Applicants | Available as an online course or web-based instructions (job aid), this resource guides employees through initiating, completing, and submitting a PALCard Application (PCAP) in KFS. | PALCard Holders | |
| Procurement Services | KFS: PALCard Application (PCAP) Instructions for Fiscal Officers & Supervisors | Available as an online course or web-based instructions (job aid), this resource is designed for fiscal officers and PALCard reviewers who need to approve a PALCard Application (PCAP) in KFS. | Fiscal Officers, PALCard Reconcilers | |
| Procurement Services | KFS: PALCard Reconciler Group Assignment | These instructions explain how to assign a reconciler group to review PALCard Documents (PCDOs), which are used to reconcile PALCard transactions. | Fiscal Officers, PALCard Reconcilers | Job Aid |
| Procurement Services | KFS: PALCard Reconciliation (PCDO) in KFS | This online course walks users through the PALCard review and reconciliation process, including reviewing PALCard documents in KFS, reallocating funds, and adjusting use tax. | Fiscal Officers, PALCard Reconcilers | |
| Procurement Services | KFS: PALCard Training Guide | Web-based instructions (job aid) for applying for a PALCard, becoming a PALCard reconciler, reconciling transactions, searching for PALCard documents, and processing a general error correction (GEC). | Fiscal Officers, PALCard Holders, PALCard Reconcilers | Job Aid |
| Procurement Services | PALCard Policy & Refresher Course | This online course covers PALCard policies, cardholder responsibilities, purchasing procedures, reconciliation requirements, and ongoing PALCard maintenance. | Fiscal Officers, PALCard Holders, PALCard Reconcilers | UCLC Online |
| Procurement Services | Procurement Fundamentals Training | This training covers essential topics such as purchasing thresholds, competitive bidding and supplier sourcing, procurement compliance requirements, and proper payment methods. | Departmental Buyers, Fiscal Officers, PALCard Holders | UCLC Online |
| Procurement Services | Procurement Services Office Hours | Procurement Services hosts bi-weekly campus office hours every other Tuesday from 9 - 10 a.m. PST for drop-in questions related to requisitions, purchase orders, agreements, policies, and other procurement topics. | Departmental Buyers, Financial Approvers, PALCard Holders, Requisitioners, Restricted Items Approvers, Shoppers | Zoom |
| Procurement Services | Small Business First (SB1st) Program Training | Resource explains the requirements of the SB1st program. Training is for anyone making a non-federal funded purchase between $10K to $250K, not through a contracted supplier, not exempt from policy (exemptions list). | Department Buyers, PALCard Holders, Requisitioners, Shoppers | Job Aid |
| Procurement Services | Small Business First Waiver | Resource explains how to fill out the exceptional waiver form. | Department Buyers, PALCard Holders, Requisitioners, Shoppers | Job Aid |
| Procurement Services | UCIBuy+ (A): Basics/Navigation | Whether new to the system or in need of a quick refresher, these resources support the accurate navigation of UCIBuy+ site and its features from finding items and managing carts to tracking purchase orders and customizing settings . | Central Buyers, Departmental Buyers, Financial Approvers, Requisitioners, Restricted Items Approvers, Shoppers, | Job Aid |
| Procurement Services | UCIBuy+ (B): Requisitioner - Submitting an Order | These resources walk through initiating and submitting catalog and non-catalog orders, adding comments and attachments to requisitions , and managing ad-hoc approval workflows. | Central Buyers, Departmental Buyers, Financial Approvers, Requisitioners, Restricted Items Approvers, Shoppers, | Job Aid |
| Procurement Services | UCIBuy+ (C): Departmental Buyer - Completing the Non-Catalog Requisition | These resources detail the actions and the sections that the Departmental Buyers need to complete to further process the requisition. | Departmental Buyers, Requisitioners (optional), | Job Aid |
| Procurement Services | UCIBuy+ (D): Typical Purchasing Scenarios | This resource details the required actions needed to submit requests for specialized scenarios, such as IT services (including software) and recur ring purchases. | Departmental Buyers, Requisitioners, Shoppers | Job Aid |
| Procurement Services | UCIBuy+ (E): Special Scenarios | These resources provide guidance for handling specialized and less common purchasing scenarios in UCIBuy+ including overriding purchase order defaults, assigning non-default payment terms, and creating subaward purchase orders. | Central Buyers, Financial Approvers | Job Aid |
| Procurement Services | UCIBuy+ PALCard Exceptional Approval | This resource describes the PALCard exceptional approval process, which is used in rare circumstances to request approval for restricted items, transactions over $5,000, or purchases that exceed a cardholder’s monthly limit. | PALCard Holders | Job Aid |
| UC Irvine UCPath | UCPath Transactor Training | Training is required to access UCPath as a transactor. Check the UCI UCPath transactor website for a listing of the KSAMS roles required for different levels of access and consult with your supervisor to determine what type of access you require. The UCI UCPath website lists out KSAMS roles required for access and the training required before access can be granted. Most training is completed in UCLC. | UCPath Transactors | Hybrid/Mixed |
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