May 13, 1999
Instructions for Completing :
THE APPLICATION FOR ACCESS TO FINANCIAL/HRIS SYSTEMS
The Application
for Access to Financial Systems is designed to consolidate the paper work needed
to access various financial systems within the University of Tennessee. This
one form may be filled out to request access to the Payroll (HRIS), University
Accounting Inquiries, Procurement Cards, Salary Budget, Travel, Purchasing and
Accounts Payable systems. (New systems will be added as they are made available
to the University).
The form contains
four parts which must be completed:
SECTION 1 - Employee(s) Information
The first section
asks for the employee’s name, social security number, and telephone number.
Currently, up to five employees from the same department may be specified on
one form. Below the employee(s) name(s), please indicate the department name
and department address. If more than one employee is specified on one form, all
of these persons will have the same access.
SECTION 2 - Financial Systems to Access
In this section,
you will specify which system(s) are needed. You may select any combination of
systems. Due to the fact the financial systems have evolved over many years,
the look and the feel of the systems are quite varied, and access must be
specified in different ways:
A. Procurement
Cards, Travel
These systems are
the newest of the financial systems and have an advanced access method not
found in the older systems. Update or Inquire may be specified on an account by
account basis (described in the next section). In this section, simply check
the applicable system(s) and complete parts 3A and 3B.
B. Salary
Budget
This system is
available in update mode only, and the employee has the ability to update all
accounts specified in Section 3A. For access to this system, check the update
column and complete Section 3A.
HRIS (payroll), University
Accounting Inquiries, Check Images ("White Copy")
These systems are
inquiry only. Simply check the applicable system(s) and complete section 3A.
C. Purchasing,
Accounts Payable
These systems are
available in inquiry or update mode, but they are not restricted on accounts.
Check the type of access desired next to the applicable system(s). Disregard
Section 3.
SECTION 3 - Account Information
In this section,
indicate the accounts to access.
You may attach an
additional sheet if there is not enough room to specify all of the account
access needed.
Please note
that the access specified in Section 3 will be available for all selected
systems. Any forms submitted at a later date for additional access will be
applicable to all financial systems.
Section 3A:
Accounts, etc. to Access
List all accounts
needed. If access is needed for all of the accounts within a department, please
indicate the appropriate department code or the department name. This
simplifies future access because as new accounts are added, access will be
automatically available. If you have any questions about the department codes, please
call the Financial Information, Systems, and Analysis section of the
Controller’s Office at 974-2493 and we will be happy to assist you.
A new feature
allows specification of accounts for a Principal Investigator. Specifying the
ID of a principal investigator in this area will allow access to all of the
PI’s accounts and new accounts will be automatically available as they are set
up. If this type of access is indicated, please have the principal investigator
sign the form.
There are eight
other account attributes that are available for securing access: Budget Entity,
College, Vice-Chancellor, Major Organizational Unit, Account Type, Fund,
Function, and Funding Source. These attributes are available for all systems in
Section 2A & Section 2B. If you would like to base the access on any of
these attributes, please indicate. For questions about using these attributes,
please contact the Financial Information, Systems, and Analysis Section in the
Controller’s Office at 974-2493.
Section 3B:
Update or Inquiry Indicators
The "Update
or Inquiry" indicators allow you to specify for each line of access
information (account, department, etc.), whether the employee can update or
simply display information. This is only available for the new systems (such
as travel and procurement cards).
SECTION 4 - Authorization
This section
requires the name, title and signature of the Dean, Director, or other
person with authority over the requested financial information. If access
is requested for all of a Principal Investigator’s Accounts, the PI should also
sign the form.
Return to:
After the form has been completed, it should be returned to the Campus Business Office for approval. The Campus Business Office should forward the form on to University-Wide Computing Services. The Knoxville campus should forward forms directly to University-Wide Computing Services at the following address:
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University-Wide Computing Services, IT Utility Services |
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ATTN: Ms. Lynn Sterling |
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2318 Dunford Hall |
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Knoxville, TN 37996-0112 |