What do I need to know Prior to Submitting a Banner Finance Campus User Access Request?

Campus Banner finance

Questions Answered in this Article

What is the purpose of this knowledge article?
Who is involved in processing the Banner Finance Campus User Access Request?
How do I process a request?
What happens after the request is submitted?

Answers

All faculty, staff and students have the ability to submit a Banner Finance Campus User Access Request.

What is the purpose of this knowledge article?

This article will explain the process for creating a request for access to University Finance systems using the myTAC client portal. Access to Banner Finance data and processes, SSRS Finance reports, the Special Funds Development System and uShop’s Senior Requestor role can all be requested via the myTAC client portal and ticketing application. Modifications, such as adding/removing Banner/SSRS access roles, changing fund or org security, and account expiration date extensions access can be requested as needed.

There are several advantages to this electronic ticketing process:
- You will have the ability to directly communicate with the Finance Data Custodian that is processing your ticket.
- You will be able to track ticket progression.
- You will be able to view previously submitted tickets for historical reference.
  For purposes of clarity, this procedure will refer to Banner Finance which should be understood to encompass access to performing specific finance-related tasks within Banner and access to the Special Funds Development System and the uShop Senior Requestor access.

Who is involved in processing the Banner Finance Campus User Access Request?

There are potentially up to 3 people involved in requesting Banner access for campus users. Each participant's responsibility will be described in this ticket tutorial. Every department on campus may have different internal procedures for requesting access. As such, it is recommended that each department designate a person that has been trained on and is familiar with the Banner Finance Campus user request form to submit the request. This will eliminate confusion and duplication of requests.

The 3 people who will participate in the process are:
1. The Requestor who is completing the access request.
2. The Employee who is receiving access.
3. The Department Head who is approving the access request.

How do I process a request?

Access the Banner Finance Campus User Access Request Service.

TECH TIP: If your job requires you to use this service on a frequent basis, you can add the service to your favorites in the myTAC client portal. This can be accomplished by clicking on the "Add to Favorites" button to the right of the service details page.
To begin the process of submitting your service request, click on the "Submit Request" button to open the request form.
The examples shown in this procedure are broken into sections for clarity purposes and reflect explanatory remarks for each aspect of the ticket form. Please see the corresponding item number for an explanation of each item.
1. Financial System Data Custodian email address - If you need help from the Finance data custodian with questions regarding the request process, or are not completely sure of how to complete a field or task, a link to the FinAccess@uncw.edu email has been included at the top of the form to allow for the submission of questions to the data custodian. Please use this option as needed. Do not hesitate to contact us with questions/concerns before of beginning or during the completion of the request.
2. Requestor - This is the first participant in the ticket creation process. The requestor will default to your name. Typically, this will not need to be changed. If, however, you are creating this ticket for someone else and you want that person to receive communications regarding the ticket or view the status/history of the ticket, you can change that name by simply clicking on the field and typing the person’s name. The system should find the name. Click on the name and it will be added as the requestor.
3. Employee - Access can be assigned to any UNCW permanent or temporary employee or student worker. Temporary employees and student workers must have an access account expiration date. Also, access for these users can only be granted in a maximum of 12-month increments. You can search for the employee’s name by entering the person’s first or last name or both. The system will provide names that match your entered criteria. Click on the name you need for the request and the system will select it and add it as the employee.
4. Employee email address - Enter the employee/student worker’s email address. Remember to include the @uncw.edu.
5. Employee Banner ID - Enter the employee/student worker’s Banner ID number. If this number is not known, please use FTIIDEN in Banner to search for the ID number as follows:
On the FTIIDEN screen,
1. Uncheck "Vendors" and select "All."
2. Click on any field in the "Details" block. The "Basic Filter" portion of the screen will open.
3. Enter the person’s first or last name or both in the appropriate filter boxes.
4. Click "Go" on the far right of the filter screen.
5. The employee’s 85 number will appear on the left of the screen under "Active filters."
Now we will move into the next section of the form.
1. Finance Audit Report - A link to the Finance Security Audit report is provided for review of existing Banner Finance role and org/fund security.
2. What type of access is needed – Please select the appropriate option for this request:
  
  New access for a Permanent employee – This option should be selected if the permanent employee does not currently have Banner or SSRS Finance access.
  New access for a Student – This option should be selected if a student worker does not currently have Banner or SSRS Finance access.
  New access for Temporary Employee – This option should be selected if a temporary employee does not currently have Banner or SSRS Finance access.
  
  *Please note: If an employee or student worker is changing departments, please enter the request as a new access for your department. The Financial Systems Data Custodian will remove any and all access from the old department before assigning access for the new department.
  
  Modification to existing access for Permanent Employees– This option should be selected if a permanent employee currently has Banner or SSRS Finance access and now needs to have a security role added or removed or there is a change in their existing org/fund security. Use of the Finance Security Audit report would be helpful with this task as it will provide you with a snapshot of the employee’s or student worker’s current access.
  Modification to existing access for Student or Temporary employee – This option should be selected if a temporary employee or student worker has Banner or SSRS Finance access and now needs to have a security role added or removed, or there is a change in their existing org/fund security or their Banner user account expiration date needs to be extended. As discussed earlier in this procedure, a temporary employee or a student worker can have access in a 12- month increment. If the temporary employee or student worker will be working beyond that time, a Team Dynamix Banner Finance Campus User Access Request must be entered to ask for an extension of that person’s access. Otherwise, the access will be locked on the date specified in the most recent access request.
3. Department – The Requestor’s department will default. If this department is not the correct department for the employee, search for the employee’s department by typing the department name. An advanced search can be performed by clicking on the magnifying glass icon. If you cannot find the appropriate department for the employee, please contact the Financial Systems Data Custodian at FinAccess@uncw.edu.
4. Department Head - You can search for the department head’s name by entering the person’s first or last name or both. The system will provide names that match your entered criteria. Click on the name you need for the request and the system will select it and add it as the employee. A department head must be established in Banner HR and Active Directory before they will appear in the down drop selection of the department head field. Also, a Divisional Budget Officer (DBO) can be designated as a department head for approval of a Finance request.
  
  *Please note: Access must be approved by an individual that is at least one level up from the employee. For example, if Dr. Smith, who is a department head, is requesting access, his/her request must indicate the individual’s name that Dr. Smith reports to in the university’s organizational structure. An employee, regardless of title, cannot approve their own security requests.
5. Department Head Email - Enter the department head email address. Remember to include the @uncw.edu.
6. Org(s)/Fund(s) – Enter the specific organization or fund codes that this employee will need to access in Banner and SSRS Finance. This is a required field and cannot be left blank. The org/fund security applies across all security roles (job duties) that are discussed below. If this is a modification request and there is no change to the employee’s org/fund access, enter NA in this field.
The next section of the form addresses the job functions that the employee will be performing in Banner, uShop, etc.
1. Access automatically granted - By default, all new requests for access will include view access to campus Banner Finance forms and SSRS Finance reports.
  
  TECH TIP: To add a job function, simply select the "Add" option. To remove a job function, select the "Remove" option. If a selection of Add or Remove has been accidentally selected, select the "No Change" option, and, as indicated, no change will be made to that security role.
2. Budget Revisions – Will this employee perform budget revisions in Banner? This access allows the employee to move monies within budget pools in the org/fund codes indicated in the Org(s)/Fund(s) field above. If an employee must have access to move monies between funds, the request will have to be approved by the DBO. A note should be added in the “What other Banner access may be needed for this employee?” field on this request asking for this special access.
3. uShop Senior Requestor - Will this employee be completing uShop carts to check out? This access is required for only those individuals who will be adding FOAPAL information and finalizing the cart. Shopper and approver access are not required and is not included in this ticket. Access to the uShop Senior Requestor role can only be assigned once the employee has completed the PUR206 and ACT105 classes. If these classes are not complete but you want to get access to other Banner and SSRS Finance 9 10 11 12 12 13 13 14 14 15 16 17 18 systems/reports in the main time, enter a new request for now and after the training is complete, enter a modification request to add the uShop option. There is a link in the request to the Finance Certificate Training Program to learn more about these classes. If a request is received with the uShop option selected and the classes have not been completed, the option will be removed from the ticket and the requestor will be notified.
4. Special Funds Budget Development System – Access to this system allows an employee to build and submit changes to their future year non-general budgeted funds. The level of access in this system is determined by the employee’s organization code requested above.
5. External Invoicing – This option grants the employee access to view external invoicing (Non-Student Accounts Receivable) information in Banner including account summary for your customers and access to NSAR specific SSRS invoice aging reports.
6. Decentralized Billing – Allows for posting of charges to campus departmental funds. This access requires a second Banner user account. Please select the department(s) for which you will be posting charges. If you do not see your department name listed, please select Other and enter the department name.
7. Petty Cash – This option allows the employee to post petty cash transactions in Banner. This access requires a second Banner user account. Approval from the General Accounting department will be reflected in the workflow for requests for this role.
The final section of the form addresses if additional Banner or SSRS access may be needed.
1. Other Banner Access – If the employee needs additional access that is not found in the request form, please feel free to enter that information in this field. The Data Custodian will evaluate the request and assign any additional access as needed.
2. Additional SSRS Access – As mentioned earlier, campus SSRS Finance reports will automatically be assigned as part of all requests for new access. If an employee needs additional SSRS access, click on the "Add" option and select any additional reporting needs. If you do not see the reporting option listed, select "Other," and enter your requirement in the “Describe what other SSRS access is required” box. The Data Custodian will evaluate the request and assign any additional access as needed.
3. Attachment – Attach any documentation that may be helpful to process the ticket.
4. Request – After completing the ticket, click the "Request" button. If the ticket does not submit as expected, scroll back through the request, and see if there are any incomplete required fields. If there are, complete the fields, and click the "Request" button again. The ticket will be submitted, and you will get a "Request Created Successfully!" screen with the Service Request ID reflected. You will also receive an email confirmation of the ticket. You can view the ticket and track its status through the workflow by clicking the View Ticket # XXXXXXX link in the email or by searching for the ticket on the "Ticket Requests" page. After ticket completion, the ticket information will not display on the "Ticket Requests" page by default, but you can use the search criteria to find a previously submitted and completed ticket.
What happens after the request is submitted?
- Once a ticket is submitted, the Data Custodian is notified that your ticket is available for processing. The Data Custodian will evaluate the request and may follow up with questions/concerns.
- Please respond to the Data Custodian by replying to the email submitted via the ticket. This will allow for all the correspondence, discussion and historical information to be maintained within the ticket.
- Comments can also be added directly to the ticket in 2 different ways.
  - The first option is to follow the instructions provided in How do I view my submitted tickets in the myTAC portal? This provides you the option of finding the ticket, selecting it and then adding a comment.
  - The second option is when you submit the request, you will be sent an email confirmation that the request has been submitted that will look like the image below. Once you click the "View Ticket #XXXXX," you will be taken to the ticket details' page.
- Once you are at the ticket details' page, if you scroll down to the bottom of the page you will find the button. Click this button to add a comment. Select the individual or group that you want to notify, enter your comments and click "Save." The data custodian is identified as the Financial Systems Access Requests (Responsible Group). The selected individual/group will be notified of your comment on the ticket via email. Also, the comment becomes part of the ticket's history feed for future reference.
- After the Data Custodian has evaluated and, as needed, edited the request, the ticket is put into a workflow. The first step in the workflow is approval by the employee or student worker. This individual will receive the appropriate email notification based upon their employee versus student worker role.
  
  Permanent and temporary employees will receive the following email:
- The employee should click the "Approve or Reject this Workflow Step." After clicking, the employee will see the following screen. The employee should click "Approve." If the employee chooses to reject, the request will be canceled.
- The department head will also receive an email to approve the request. The department head email will look like this.
- After approval has been received by the department head, the ticket is evaluated by workflow to determine if any additional approvals are needed. If the "Petty Cash" option has been selected on the ticket, the ticket will be routed to General Accounting for their approval. If this role has not been selected, the ticket will generate a new ticket for IT Security to set up the security roles in Banner.
  
  *Please note: Second User Accounts – When the Decentralized Billing or Petty Cash options are selected on a request, a second Banner user account will be established. Therefore, you may see a ticket split into two different tickets for processing to IT. Please approve each ticket (as employee, student worker and department head) as prompted.
- After the ticket has been processed by IT Security, the employee will be notified that their access has been established or modified as requested, and the ticket will be marked as closed.