Training & Development Programs

Getting Started

GEMSSO:  GEMS Self Service Overview

Description:     This online workshop instructs employees on using GEMS Self Service including how to access GEMS through the portal, view your paycheck, change the direct deposit, update your W-4, or your home address.

GEMS Self Service How do I Register for Training

Description:   This useful web page provides step-by-step instruction on registering for workshops in GEMS Self Service.

Attendance and Leave

BPC109:  Attendance and Leave Policies and Procedures

Description: In this workshop, Departmental Leave Coordinator will learn about the significant responsibilities for compliance and leave policies and procedures. This includes accurate record and timekeeping, auditing of records and advising their department on overtime situations as well as leave benefits in accordance with applicable Federal or Florida law and USF System regulations

Prerequisites: All participants must complete the GEM100 GEMS Basic online workshop prior to attending the workshop.

ResourcesAttendance and Leave Web Site 

GEMALT:  GEMS ALT Leave Coordinator

Description: Department Leave Coordinators will be exposed to the process of leave requests, adjustments, and approvals within GEMS.   Specifically, the Department Leave Coordinator will:  track various types of leave; monitor leave; make adjustments; request leave on behalf of the employee; approve leave on behalf of the manager; and run reports and queries.

Prerequisites: BPC109:  Attendance and Leave Policies and Procedures

ResourcesAttendance and Leave Web Site 

BPC117: Attendance and Leave Audit Procedures

Description:     In this workshop Leave Coordinators will learn how to execute business processes as they apply to leave audits and timesheet.  Specifically, participants will:  apply leave regulations and procedures accurately, identify employee’s job history, reconcile and track leave taken on timesheets, process and track FMLA, sick leave pool and donated sick leave request, verify ALT entries, explain how ALT processes leave reports, and process leave payouts.

Prerequisites: BPC109 Attendance and Leave Policies and Procedures, and GEMALT GEMS Alt Leave Coordinator training.

Microsoft Office Programs

Description: This online training is offered through Microsoft and includes: Word, PowerPoint, Publisher, Excel, Outlook, Visio and more.  You may choose either Office 2010, 2007 or the latest Office 2013.  This on-demand training is a flexible way to increase your knowledge and skill.  Learn at your own pace at work or at home.

Click here for training

MSWORD: Microsoft Word Tips, Tricks and Shortcuts

Description: Users of Microsoft Word will get hand-on practice learning shortcuts to navigate a document, select portions of text, use of tabs vs. tables, breaks, cross-referencing, and much more.  Whether you’ve been using MS Word for a few months or several years, you will learn features and best practices that will save you time and improve the look and usability of your finished product.  Participants are encouraged to bring a work sample to class to stimulate discussions if time permits.

Prerequisites: Experience in creating, editing and printing documents.


GEM301:  Excel 2010

Description:     This workshop exposes participants to Microsoft Excel features and best practices for filtering and manipulating data.   Specifically, participants will learn how to:  organize and format data, sort and filter, and create and use basic formulas and functions.  This workshops is an excellent companion to the GEM302
GEM Reports and Queries workshop.

Prerequisites:   Before attending the workshop, participants will complete the online training course, Getting started with Excel 2010. After completing this online course, please take the Excel pre-test.   Those already familiar with Excel 2010 may opt to skip the online class and simply take the test.



FST150:  Accounting Concepts

Description:     This program provides basic accounting information to support the use and understanding of the USF financial systems.  Attendees will learn basic accounting principles through discussion and illustration. These accounting principles will help clarify the information viewed in the modules of FAST and in the reporting systems that support FAST.   Specifically, this workshop covers:  an introduction to FAST modules, introduction to information flow through FAST and related systems, basic accounting concepts such as balanced entries, cash basis vs. accrual basis, chart fields, debits and credits, and an introduction to USF’s reporting cycles.

PrerequisitesFinancial Systems Introduction (FST110) (Suggested)

Materials Needed: Making Cents of Accounting PDF

ST300: Billing and Accounts Receivable

Description:     For those who have never used the FAST billing module or who would like a refresher, this program addresses the USF billing system for commercial business conducted with outside customers.  This workshops is appropriate for any USF staff who need to bill outside customers for services provided. Successful completion of this program is required before security access in FAST billing will be granted.  Specifically, in this workshop participants will:  learn the structure of the billing module in FAST, recognize the individual responsibilities, learn how to find billing information, and learn how to manage accounts receivable.

Prerequisite:  none


Materials Needed:

FST100: Financial Systems Introduction

Description:     This workshop is intended for anyone who uses the USF Financial Systems (FAST or Finance Mart).  Discussion will include what the financial components are, how they integrate, and how to use them.  The University of South Florida System has a complex combination of software and systems that operates and controls all financial transactions in the university.

Prerequisites:   None


FST125: Financial Systems Intermediate

Description: This course is an extension of the introductory course offering specifics about the inter-dependencies of the modules, chart fields, and reporting. Discussion centers around the flow of data; from individual modules and external sources to general ledger and finance mart.

Prerequisites:   Financial Systems Intro (FST110)


FST200: General Ledger

Description:     This workshop will include hands-on exercises of looking up budget, expenses, and revenue using chart fields and journal ID’s. It includes learning how to drill to details found in other modules of FAST.  Participants will learn how to use General Ledger to track expenses and revenue and to use Commitment Control to review budget and RSA.

Prerequisites:   None


Materials Needed:

FST102: P-Card Reconciliation

Description:     P-Card reconcilers, with existing FAST access, will learn how to process P-Card charges in FAST in a classroom setting.  Specifically, participants will:  learn how to view P-Card charges, verify how to enter chart field information and descriptions, and learn how to approve charges.

Prerequisite:  none

ResourcesProcurement Card (PCard) Web Site

FST250: USF Finance Mart

Description:     Finance Mart is the official reporting tool for the USF financial system. These reports are designed for reconciliation, reporting to management, and downloading to spreadsheets for customization.  Attendees will learn how to run all of the ten pre-formatted reports, interpret the information, and use the data for management and reconciliation.

Prerequisites:   None

Materials Needed:   USF Finance Mart PDF

FSTTR2: Travel Rules and Regulations

Description: This program will provide information, instruction and guidance regarding current USF travel rules, requirements and procedures.  Participants who will benefit most are travelers and departmental staff who are responsible for arranging, coordinating, submitting or approving travel. Special attention will be given to what travelers (or departments) should be concerned with before, during and after travel.  Attendees should print and bring with them the current Travel Manual as posted on the Travel Website.

Resources:   USF Travel Department

Materials Needed:  USF Travel Training Guide

FSTTR1: Travel Submission Training

Description:     Travel: Participants of this workshop will learn to update travel profiles, create and submit authorizations and expense reports.  Participants must have FASTID with travel security role.  You will use a training data base and create authorizations and expense reports.  Can’t use Portal.

Prerequisites:   None

ResourcesUSF Travel Department

Materials Needed:  USF Travel Training Guide


GEM200:  GEMS Appointments Training

Description:     Participants of this workshop will learn how to generate an appointment status forms in GEMS using appropriate job codes with related salary plan and comp frequency codes. Participants will research to verify an employee’s status and will know when to create an appointment change and when to create a concurrent job.

Prerequisites:   GEM100 GEMS Basic

Resources:  Salary calculator for semester appointments

GEM302: GEM Reports and Queries

Description:     This workshop is an introduction to reporting.  The participant will learn how to run pre-formatted USF reports and public queries in GEMS, and use prompts to narrow search results, and download queries to Excel.

Prerequisite:     GEM302 Reports and Queries online training

GEM400: GEM Pay Distribution

Description:     Participants in this workshop will learn how how payroll expenses are distributed using Combo Codes, how to look up department Combo Codes, how to check current pay distribution using payroll CERTS and RSA Checks, and how to change pay distribution.

Prerequisites:   GEM400 Pay Distribution online course.  Additionally, this training assumes you have a basic grasp of USF accounting terms such as chartfields, funds and GL accounts. Visit the Controller’s office website for help. If you work with sponsored awards, visit the Train Depot on the Research website.

Resources: GEMS Pay Distribution Overview Job Aide

Online Training

The USF System offers employees a variety of free, online training to help you learn the skills you need to improve performance or develop a new skill.  The following list contains some of the online workshops available.

HRCHAB:  Child Abuse Reporting Policy

Description:     Florida law now requires reporting of known or suspected child abuse with special mandates for universities. This online training provides information about the new law and USF’s policy.

GEM102:  Cool GEMS Tricks

Description:     This online training will teach a few GEMS tricks such as how to change your password, set up a Forgotten Password Help, save your Favorites, use the search feature, and customize pages.

PRD102: Email 101: Best Practices in Email Communication

Description:     An online training on enhancing clarity and minimizing misunderstandings in emails. Includes technical skills such as setting up a signature or setting an out of office response.

GEM201: GEMS Appointments Refresher

Description:     This online workshop is a refresher for anyone working with Appointments in GEMS.

GEM100: GEMS Basic

Description:     This online workshop provides an overview of GEMS, and explains user roles, navigation techniques, and the Job Data section.

GEM400:  GEMS Pay Distribution

Description:     This 15-minute workshop covers an overview of the GEMS pay distribution process.

GEM302:  GEMS Reports & Queries Online

Description:     This workshop is for anyone working with reports and queries in GEMS.

GEMSSO:  GEMS Self Service Overview

Description:     This online workshop instructs employees on using GEMS Self Service including how to access GEMS through the portal, view your paycheck, change the direct deposit, update your W-4, or your home address.

GEMSST: GEMS Self Service: How to Register for Training

Description:     Online training on how to use GEMS Self Service to find a training course, register for training and view your training history.

GEMSSA:  GEMS: Leave Request for Employees

Description:     This online workshop provides an overview of leave and how to use GEMS Self Service to request leave.

GEMSSM: GEMS: Managers Attendance and Leave

Description:     This Online training for supervisors provides an overview of Leave at USF System and how to use GEMS Self Service to request leave for yourself and to approve your employees’ leave requests.

HRPRC:  How to Certify Payroll

Description:     This interactive, online training will demonstrate the steps and guidelines for certifying payroll using USF’s online payroll certification system.

HRPRP:  How to Prepare Payroll

Description:     This interactive, online training demonstrates the steps and guidelines for preparing payroll using USF’s online payroll certification system

PRC200:  Managing at USF

Description:     The workshop provides a brief orienttaion to managers and supervisors new to USF, and introduces new managers to functions unique to the USF System.

OASNAV:  OASIS Navigation

Description:     This online tutorial is intended to be the first contact with the OASIS system for all University faculty and staff.


Description:  Members of the University community who are seeking to receive access to the BANNER student database must first complete the FERPA Tutorial along with the FERPA Tutorial quiz found at the end of the training.  The FERPA Tutorial is used to educate members of the university community on the rights afforded to students concerning the protection and release of their student records.

FSTPCH:  P-Card Holder Certification

Description:     P-Card holders must complete this online training and certification exam before being issued a P-Card. It covers the USF System and State rules and procedures regarding purchasing and travel.

BPC102:  Performance Evaluation Procedures

Description:     This online training will guide you through the performance evaluation procedures.

HRREC:  Recruiting and Hiring at USF

Description:     This online tutorial covers an overview of the recruiting and hiring process at USF, including the systems actions needed.

DIV150:  USF Disability & Accommodation

Description:     This online tutorial provides information on disability awareness and etiquette and how to handle a request for accommodations.

NetID:  USF Net ID – How to Create and Use

Description:   The USF Net ID provides access to most of the systems used every day. Learn how to create and use your Net ID in this four minute online tutorial.

Recruitment and Diversity

GEM605:  GEMS Recruiting Solutions – Careers

Description:     This workshop is intended for USFSP employees whose duties include recruiting, hiring, and preparing position description information for a department or unit. GEMS Recruiting Solutions will cover the recruiting steps including:  creating and posting a job opening, approval steps, reviewing and updating position profiles, and managing applicants.  The hands-on workshop will focus on both temporary jobs and positions.

Prerequisites:  None


Retirement and Financial Planning

The following seminars are schedule periodically and are advertised on HARBORSIDE-NEW listserv.

  • Social Security & Medicare Seminar
  • Retirement Strategies
  • Budgeting and Saving/Money Management Seminar


Golf Cart Safety Training

Description:  This online safety training video is required for all employees that will need to use a gold cart on a regular basis, occassionally, or one time.

Golf Cart Training

Active Shooter / Armed Intruder Training

This multi-step approach provides guidance to employees so that they can prepare to respond to an armed intruder situation.  In Part I participants take an online course of approximately 1 hour in length.  In Part II participants are lead through an interactive discussion by a panel of campus experts.  Part II may take up to 3 hours and will take place in the participants’ work building.

Active Shooter Web Site

Personal Protective Equipment

Description:  The PPE course will cover how to determine which safety equipment is required for a given task. You will learn the basics of a task hazard assessment and how to wear/use, maintain, clean, replace, and identify malfunctions in PPE.

Slips, Trips, and Falls

Description:  This course provides insight to safe work practices in the hope of protecting everyone against slips, trips and falls in the workplace.

Noise & Hearing Conservation

Description:  This course will outline what hazardous noise sources/areas are, and how they are established. The explanation/use of noise reduction ratings (NRR) for hearing protection, and how they relate to the selection level of hearing protection.

Environmental Compliance

Description:  Environmental Health and Safety has developed a training program to assist you in avoiding fines associated with common violations of environmental regulations. The presentation describes many of the Environmental Protection Agency (EPA) and Florida Division of Environmental Protection (DEP) regulations that may apply to your operations, identifies some of the commonly cited violations, and illustrates numerous best management practices that can keep your department from being fined during unannounced DEP/EPA facility inspections.

Lock Out-Tag Out

Description:  “Lockout/Tagout (LOTO)” refers to specific practices and procedures to safeguard employees from unexpected energization or startup of machinery and equipment or the release of hazardous energy during service or maintenance activities. Approximately 3 million workers service equipment and face the greatest risk of injury if lockout/tagout is not properly implemented. Our training will cover the topics listed below:

  • What is lockout/tagout
    • Authorized employees
    • Affected employees
  • Standards for locks and tags
  • Procedures for lockout/tagout
  • Procedures before locks and tags removed
  • Procedures for special lockout/tagout occasions

Blood Pathogens

Description:  This training module is intended for USF employees who have the potential to be exposed to blood or other potentially infectious material. It is designed to provide a basic understanding of bloodborne pathogens, common modes of transmission, and methods of preventing exposure.

If your job responsibilities involve occupational exposure to bloodborne pathogens you will need additional training that is specific to your work environment and work practices.

The objectives of this training are:

  • Define “bloodborne pathogen”, and give an example
  • Briefly explain what is meant by the term “Standard Precautions”
  • Recognize the sign and/or label that indicates a bloodborne pathogen hazard
  • Give an example of a way in which a bloodborne pathogen can be transmitted from one person to another in the workplace
  • Differentiate between an “engineering control” and a “work practice control”


SE104: Service Problem Solving

Description:     This workshop provides an opportunity to map out a solution to at least one complex service problem or decision you are tackling. You will learn how to brainstorm fresh solutions, view obstacles differently, and effectively use a step-by-step process to achieve greater results.

PRC207:  Workplace Communication

Description:     Effective communication increases efficiency, reduces duplication of effort, enhances service quality, and improve work satisfaction. Yet, even with the best of intentions, misunderstandings can occur, defenses may be sparked, and lines of communication get crossed. Participants will learn a variety of communication behaviors that increase clarity, reduce defensiveness and conflict, facilitate understanding, and raise the level of professionalism in the workplace.   Participants will learn tools to recognize productive and unproductive communication habits and identify ways to adapt communication to improve work relationships and results.

Prerequisites:   None


  • How the Way We Talk Can Change the Way We Work – by Robert Kegan and Lisa Laskow Lahey
  • Crucial Conversations: Tools for talking when the stakes are high – by Kerry Patterson, Joseph Greeny, Ron McMillan, and Al Switzler

SE103: Telephone Service Skills

Description:     Impressions, good and bad, are made in a moment and often last forever. That’s why every phone call should be handled with tact, efficiency and good will. In this workshop, participants share their best practices for outstanding telephone services skills.

Prerequisites:   None

Resources:        Great Customer Service on the Telephone – by Kristing Anderson

PRC101: Time Management

Description:     Managing time effectively is critical to success in all professional roles. The need to multi-task and manage competing priorities has made effective time management skills more essential. Participants will learn to evaluate priorities, eliminate time-wasters, and effectively organize and sequence work tasks.  Participants will be able to prioritize tasks daily and weekly that support individual and department goals, appropriately handles low priority activities, and provides information in a timely and accurate manner.

Prerequisites:   None


  • The 10 Natural Laws of Successful Time and Life Management: Proven strategies for Increased Productivity and Inner Peace – by Hyrum W. Smith
  • First Things First – by Stephen R. Covey
  • Time Management from the Inside Out: The Foolproof System for Taking Control of Your Schedule- and Your Life – by Julie Morgenstern
  • Eat That Frog: 21 Great Ways to Stop Procrastinating and Get More Done in Less Time – by Brian Tracy

Education Benefits

USFSP offers an Employee Tuition