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Finance Authority Application

General Instructions

1. Review the PeopleSoft Finance Authority Application Instructions
2. Complete the form and use the button below to display a printer friendly version.
3. Print the "Printer Friendly Version" of the form.
4. Obtain the appropriate signatures on the printed form.
5. Send the completed original to: FMIS Security Administrator, Brotman Hall 155.

Fields with * are required.

APPLICANT INFORMATION

REQUESTOR INFORMATION

*Requestor Last Name *Requestor First Name
*Campus ID *Requestor's Email
*Phone Number *Dept ID

Check the box(es) that apply for the access you need. Send the completed original to: FMIS Security Administrator, Brotman Hall 155.

For help in completing the form, send an email to fishelpdesk@csulb.edu.

NOTE: Please refer to the PeopleSoft Finance Authority Application Instructions for more information.

*ACCESS STATUS

NEW ACCESS CHANGE ACCESS DELETE ACCESS NAME CHANGE
PRIOR NAME

*BUSINESS UNITS

LBCMP LBSTU LBGAP LBCSU LB49R LBFDN

*SET-IDs

LBCMP LBSTU CSCSU CSGAP LB49R LBFDN

NOTE: Most End-Users need only complete the General Access section and obtain approval signatures on page 3 of the printed form. Financial Management users should skip to the FINANCIAL MANAGEMENT USE ONLY section. If Online Journal Entry, Requisition Entry or Departmental PO Entry is requested, training must be completed before receiving the access. Training for DataWarehouse Reporting is optional.

GENERAL ACCESS

ROLES

CFSCSU_EU_FinInquiry_02 (Inquiry and Reports)
CFSCSU_GL_Journal_05 (Online Journal Entry)

OPERATOR PREFERENCES

Ledger
Ledger Group
Source

CFSCSU_GL_DOAInquiry_01 (Delegation of Authority Inquiry)
CFSCSU_FS_DWReporting_01 (FS DataWarehouse Reporting)
CFSCSU_AP_VendorInquiry_02 (AP Vendor Inquiry – No level 1 data)

NOTE:Please select the highest level of access needed. (ie: selecting a Division automatically includes all of its sub-divisions, etc.) Attach additional sheets as necessary to add more DeptIDs.

DATAWAREHOUSE SECURITY ACCESS

Division 1
Division 2
College/Sub Div 1
College/Sub Div 2
Sub-Sub Div 1
Sub-Sub Div 2
DeptID 1
DeptID 2

AUXILIARIES

• CFSCSU_GL_GrantsConfig_01 (Sponsored Programs Setup)
• CFSCSU_GL_GrantsInquiry_01 (Post Award Entry Inquiry)
• CFSCSU_GL_Grants_01 (Manage Sponsored Programs)
• CFSCSU_GL_Grants_02 (Sponsored Programs IDC Calculation)

Approval By Senior Director Sponsored Programs

Date for Senior Director Sponsored Programs

END USER PURCHASING ACCESS

NOTE: End-Users requesting an approval role need to have a properly approved

Signature Authorization for Financial and Human Resources Transactions form on file.

ROLES

• CFSCSU_PO_Requisitions_01 (Requisition Entry)
  • OPERATOR PREFERENCES
    • Location
    • Override Preferred Vendor
    • People Who Can Approve My Requisitions
• CFSCSU_PO_Requisitions_02 (Requisition Approval Only)
  • People Whose Requisitions I Can Approve
• CFSCSU_PO_EUPurchasing_01 (Departmental PO Entry)
  • OPERATOR PREFERENCES
    • Location
    • Override Preferred Vendor
    • People Who Can Approve My Purchase Orders
• CFSCSU_PO_EUPurchasing_01 (A) (Departmental PO Approval Only)
  • People Whose Purchase Orders I Can Approve

Approval by Director of Purchasing Signature Date for Director of Purchasing

FOR FINANCIAL MANAGEMENT EMPLOYEES ONLY

GENERAL LEDGER ROLES

• CFSCSU_GL_BankRecon_01 (Bank Reconciliation)
• CFSCSU_GLClosing_01 (GL Closing Rules)
• CFSCSU_GL_Config_01 (GL Configuration 1)
• CFSCSU_GL_Config_02 (GL Configuration 2 (Combo Edit)
• CFSCSU_GL_Config_03 (GL Configuration 3 (Open Periods)
• CFSCSU_GL_ConfigDisplay_01 (GL Config Display (CMS Maintained)
• CFSCSU_GL_IDA_01 (CSUCO Investment Distribution)
• CFSCSU_GL_Inquiry_01 (General Accounting Inquiry)
• CFSCSU_GL_Inquiry_02 (Gen Acctg Config Activity)
• CFSCSU_GL_Journal_01 (GL Journal Entry)
  • OPERATOR PREFERENCES
    • Ledger Group
    • Ledger
    • Source
    • Change Date on Correction
    • Change Journals from Journal Generator
    • Re-Edit If Previously Edited
• CFSCSU_GL_Journal_03 (GL Allocations)
• CFSCSU_GL_JournalUpload (GL Journal Upload)
• CFSCSU_GL_RPT_01 (FIRMS GAAP Derivation)
• CFSCSU_GL_RPT_02 (GAAP Reporting)
• CFSCSU_GL_RPT_04 (SAM Reports)
• CFSCSU_PT_GLPPPOST_PrcsGroup (Journal Post)
• CFSCSU_PT_Tree_Manager (Tree Manager)
• CFSCSU_PT_Tree_Migrator (Tree Migrator)
• CFSCSU_PT_Tree_Viewer (Tree Viewer)
• CFSLB_GL_CASHNET (Cashnet Interface)
• CFSCSU_GL_COA_Update (Chart of Accounts Update)
• CFSCSU_GL_Interface(CSU GL Interface)
• CFSLB_GL_YE_Misc (Year End Process/Reports)
• CFSLB_GL_Misc (Miscellaneous GL Functions)
• CFSLB_GL_Edit_Post_Journals (Edit and Post Journals)
• CFSCSU_PT_QUERY_TREE_AR_L1 (AR Level 1 data)
• CFSCSU_PT_QUERY_TREE_BNK_L1 (Banking Level 1 data)
• CFSCSU_PT_QUERY_TREE_TR_L1 (Banking Recon Level 1 data)

Approval by General Accounting and Financial Reporting Manager's Signature

Date for General Accounting and Financial Reporting Manager

RECEIVABLE / BILLING ACCESS ROLES

• CFSCSU_AR_Base_01 (Accounts Receivable Activity)
• CFSCSU_AR_Base_02 (Payroll Account Receivable Inquiry)
• CFSCSU_AR_Base_04 (Accounts Receivable Dunning)
• CFSCSU_AR_Base_05 (Accounts Receivable Customer)
• CFSCSU_AR_Config_01 (Accounts Receivable Config)
• CFSCSU_AR_ConfigDisplay_01 (AR Config Display)
• CFSCSU_AR_Deposit_01 (AR Deposit)
• CFSCSU_AR_Inquiry_01 (Accounts Receivable Inquiry)
• CFSCSU_AR_Payments_02 (Apply Payment)
• CFSCSU_AR_PaymentInquiry (Payment Inquiry)
• CFSCSU_BI_Config_01 (BI Configuration)
• CFSCSU_BI_ConfigDisplay_01 (BI Config Display (CMS Maintained))

Approval by General Accounting and Financial Reporting Manager's Signature

Date for General Accounting and Financial Reporting Manager

ASSET MANAGEMENT ROLES

• CFSCSU_AM_Base_01 (Asset Management Activity)
• CFSCSU_AM_Base_02 (Asset Management Update)
• CFSCSU_AM_Base_03 (Asset Management Processes)
• CFSCSU_AM_ConfigDisplay_01 (AM Config Display)
• CFSCSU_AM_Config_01 (AM Configuration)
• CFSCSU_AM_Inquiry_01 (Asset Management Inquiry)
• CFSCSU_EU_FinInquiry_01 (EU Financial Inquiry plus AM)
• CFSCSU_AM_Conversion (AM Conversion)

Approval by General Accounting and Financial Reporting Manager's Signature

Date for General Accounting and Financial Reporting Manager

ACCOUNTS PAYABLE ACCESS ROLES

• CFSCSU_AP_1099_02 (AP 1099 Processing)
• CFSCSU_AP_Base_04 (AP Tech)
  • OPERATOR PREFERENCES
    • Default Origin
• CFSCSU_AP_Checks_01 (Paycycle Processing)
• CFSCSU_AP_Checks_02 (Payment Escheatment/Cancel)
• CFSCSU_AP_Checks_03 (AP Checks Processing)
• CFSCSU_AP_CheckApprove_01 (AP Check Approval)
• CFSCSU_AP_Claims_01 (Process Claims)
• CFSCSU_AP_Config_01 (Accounts Payable Configuration)
• CFSCSU_AP_ConfigDisplay_01 (AP Config Display (CMS Maintained))
• CFSCSU_AP_Inquiry_01 (Accounts Payable Inquiry)
• CFSCSU_AP_Vendor_01 (Vendor Maintenance)
  • OPERATOR PREFERENCES
    • Add Vendor
    • Approve Vendor
    • Inactivate Vendor
• CFSCSU_AP_Vendor_02 (Vendor Addr Correct Activity)
• CFSCSU_AP_VendorInquiry_01 (AP Vendor Inquiry – Level 1 data)
• CFSCSU_AP_Voucher_01 (AP Satellite Voucher Entry)
  • OPERATOR PREFERENCES
    • Default Origin
• CFSLB_AP_Library_Tech (Long Beach AP Library Tech Functions)
• CFSLB_AP_Stu_Misc (Bursars AP Reports)
• CFSLB_AP_ Misc (Long Beach AP Functions)
• CFSLB_AP_Unpost (Unpost Voucher)
• CFSCSU_PT_QUERY_TREE_ AP_L1 (AP Level 1 data)
  • OPERATOR PREFERENCES
    • Vouchers in Groups Only
    • Post Vouchers
    • Manually Schedule Payments
    • Override Match
    • Record Payment
    • Allow Regular Voucher
    • Allow Adjustment Voucher
    • Allow Template Voucher
    • Allow Reversal Voucher

Approval by Accounts Payable Manager Signature

Date for Accounts Payable Manager

PURCHASING ACCESS ROLES

• CFSCSU_PO_Base_02 (PO Buyer)
  • OPERATOR PREFERENCES
    • Location
• CFSCSU_PO_Config_01 (Procurement Configuration)
• CFSCSU_PO_ConfigDisplay_01 (PO Config Display)
• CFSCSU_PO_Inquiry_01 (Purchasing - Inquiry)
• CFSCSU_PO_Receiving_01 (Warehouse Receiving Activity)
• CFSCSU_AP_ProCardConfig_01 (SpeedChart Entry)
• CFSLB_PO_Req_to_Check (Run Req to Check Process)
  • OPERATOR PREFERENCES
    • Approve PO
    • Cancel PO
    • Work Approved PO
    • Full Auth for All Buyers
    • Approve Requisition
    • Cancel Requisition
    • Work Approved Requisition
    • Full Auth for All Requesters
    • Override Preferred Vendor
    • Approve Contracts
    • Enter Contracts
    • Hold Contracts
    • Close Contracts
    • Allow PO Contract Releases
    • Allow AP Contract Releases
    • Approve RFQ
    • Enter RFQ
    • Hold RFQ
    • Close RFQ

Approval by Director of Purchasing Signature

Date for Director of Purchasing

SPECIAL ACCESS ROLES

• Production Support Roles (Production Support)
• CFSCSU_PT_IB_Support (IB Functional Admin)
• CFSCSU_GL_DOA_01 (Delegation of Authority Entry)
• CFSCSU_GL_DOAConfig_01 (Delegation of Authority Config)
• CFSLB_FINANCE_INQUIRY (Operational Inquire)
• CFSLB_FINANCE_REPORTS (Operational Reports)
• CFSCSU_SU_FTP Automation (FTP Automation)
• Security Admin Roles (User Pref., Buyer and Requestor Entry)
• CFSCSU_PT_Query_Manager (Create and Run Query)
• CFSCSU_GL_RPT_03 (General Ledger Report Analysis)
• CSU_FS_CMPCONFIGUPLOAD (Config Upload by Campus)
• CFSCSU_ES_FeesUser (User Fees Submission)

Signature of CMS Manager below constitutes approval of Special Access roles.

I have read and will comply with all provisions for security and protecting the confidentiality of financial data per CSULB and State Law requirements. An appropriate administrator’s signature certifies my business need for the FIS system access requested. I have permission to attend training prior to being granted a system access.

*EMPLOYEE PRINT NAME

EMPLOYEE Signature

Date (mm/dd/yy)

Administrator Level 3 or higher(Print Name)

Administrator Level 3 or higher Signature

Date for Administrator Level 3 or higher

CMS MANAGER PRINT NAME

CMS MANAGER Signature

Date for CMS MANAGER

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PEOPLESOFT FINANCE AUTHORITY APPLICATION INSTRUCTIONS

Purpose

The basic purposes of the Finance Authority Application (FAA) and the Access and Compliance Form are:

1. Gain security access to the PeopleSoft Finance System
2. Gain security access to the PeopleSoft Finance DataWarehouse

For additional help in filling out the form, send an email to fishelpdesk@csulb.edu

Where To Obtain the Forms

The FAA and the FM Security Agreement can be obtained from the CMS Project Office

Where To Send the Form(s)

Completed forms should be sent via campus mail (Hard Copy only) to Financial Management Information Systems (FMIS), Brotman Hall (BH-Room 155) – Attn: “FMIS Security Administrator“.

How to Complete the FAA Form

Name

Your last name, first name

Campus ID

This is your employee ID number.

Email

Applicant’s email address for CSULB.

Phone

The applicant’s telephone extension number.

Dept

The 5-digit department number (DEPTID).

New Access

Please indicate with a check mark if applicant is a new user.

Change Access

If you are adding or deleting authority, please check this box.

Delete Access

If you are completely deleting authority, please check this box.

Name Change

Please check this box for employee name changes. Include prior name on this line.

Business Units and Set-Ids

Check LBCMP for both Business Units and Set-IDs (include others as appropriate).

End-User General Access

Choose the appropriate item: The applicant should choose the access they need by checking the appropriate box. If training is required for the role(s), specified, you will receive information on who to contact for training when you receive your basic access.

General Access Description	Training Class
Online Journal Entry	FIS03 (required)
FS DataWarehouse Reporting	TBD (optional)

Roles

CFSCSU_EU_FinInquiry_02

Basic inquiry access. Unless you are requesting DataWarehouse access only, always check this box.

CFSCSU_GL_Journal_05

1. Online Journal Entry. If you select this role, please also provide the following Operator Preferences.
2. Ledger – enter “ACTUALS”
3. Ledger Group – enter “ACTUALS”
4. Source – For end-users this will always be “ONL”. For Financial Management employees, see your supervisor.

CFSCSU_GL_DOAInquiry_01

Inquiry access to Delegation of Authority

CFSCSU_FS_DWReporting_01

Access to the DataWarehouse

CFSCSU_AP_VendorInquiry_02

AP Vendor Inquiry - No level 1 data

DataWarehouse Security Access

The departmental categories are criteria used for security in the DataWarehouse. Enter the appropriate information under the correct column. Please specify the highest level of access needed.

For example: If applicant designates a Division value they will automatically have access in the DataWarehouse for the all sub-divisions and departments within the designated division. If applicant designates a Sub-Division value they will automatically have access in the DataWarehouse for all the departments within the designed sub-division. If applicant designates a Department value they will receive only the department(s) indicated.

Auxiliaries

Roles

CFSCSU_GL_GrantsConfig_01

Sponsored Programs Setup

CFSCSU_GL_GrantsInquiry_01

Post Award Entry Inquiry

CFSCSU_GL_Grants_01

Manage Sponsored Programs

CFSCSU_GL_Grants_02

Sponsored Programs IDC Calculation

CFSCSU_FS_DWReporting_02

DW Auxiliaries Management Reporting

CFSCSU_FS_DWReporting_03

DW Sponsored Programs Reporting

End-User Purchasing Access

End User Purchasing Description	Training Class
Departmental PO Entry	FIS04 (required)
Requisition Entry	FIS05 (required)

Should you require PO Buyer or Requisition Entry access, please review the following to determine the appropriate access.

CFSCSU_PO_Requisitions_01

Allows online entry of requisitions

CFSCSU_PO_Requisitions_02

Allows online approval of requisitions

CFSCSU_PO_EUPurchasing_01(E)

Allows online entry of purchase orders

CFSCSU_PO_EUPurchasing_01(A)

Allows online approval of purchase orders

Note: After selecting the appropriate role above, please provide the Operator Preferences:

Location

Enter your default location from the Receiving Standard Delivery Location list.

Override Preferred Vendor

Select only if you are authorized to override the preferred vendor (This should normally be checked)

Purchasing Approvals (for online approval only)

Requisition Approvals (Must be approved by Purchasing Director)

People Who Can Approve My Requisitions:

Include the name(s) of the individuals who are authorized to approve your Requisitions, if you are requesting the Requisition Entry role.

Note: The above people must also have the appropriate FIS access or they will not be able to perform the approvals

People Whose Requisition I Can Approve

Include the name(s) of the requester(s) whose requisitions you will be approving if you are requesting the Requisition Approval role.

Purchase Order Approvals (Must be approved by Purchasing Director)

People Who Can Approve My Purchase Order

Include the name(s) of the individuals who are authorized to approve your purchase orders, if you are requesting the Departmental PO Entry role.

Note: The above people must also have the appropriate FIS access or they will not be able to perform the approvals

People Whose Purchase Orders I Can Approve

Include the name(s) of the buyer(s) whose purchase orders you will be approving if you are requesting the Departmental PO Approval role.

FOR FINANCIAL MANAGEMENT EMPLOYEES ONLY

General Ledger Access

If applicant requests any roles under this section, please get the signature approval of the General Accounting and Financial Reporting Manager.

Accounts Receivable / Billing Access

f applicant requests any roles under this section, please get the signature approval of the General Accounting and Financial Reporting Manager.

Asset Management Access

If applicant requests any roles under this section, please get the signature approval of the General Accounting and Financial Reporting Manager.

Accounts Payable Access

If applicant requests any roles under this section, please get the signature approval from the Accounts Payable Manager.

Purchasing Access

If applicant requests any roles under this section, please get the signature approval from the Director of Purchasing.

Special Access

Only FMIS personnel, individuals who need to be able to create queries, or individuals who require other special access should request these roles.

Financial Authority Application Approving Signatures

Please obtain the required signatures:

1. Person Requesting Access
2. Administrator Level 3 or higher

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