Departments

Resources


Petty Cash


Petty Cash Request/Change Form
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Petty Cash Reimbursement Request Form
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Cash Count
Form
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Security Access


  • A security system has been developed which allows each university employee access to only those administrative financial web applications (like management reports and voucher lookup) that the individual needs to perform their assigned duties. The system has been designed to allow maximum flexibility for authorizing access to the system.  

    The first level of security requires an individual for have a university ID and password to log into the Campus Information System (CIS). No further security is necessary to use these applications except the management reports and payroll earnings, benefits and taxes (EBT) reports. All individuals with a UNID and password have access to all detail transactions (like journals, purchase orders and vouchers), chartfield lookups and other financial resources in the system.  

    Management reports and payroll EBTs will be restricted within an OrgID. Individuals who are assigned as the responsible person for an Activity or Project will automatically be able to access these reports. Payroll EBTs require authorization at the college or administrative level. Separate authorization forms are available for management reports and payroll EBTs.

    Management Report & Payroll EBT Security Levels

    • OrgID Security: BU 01 & 04 – Individuals who require access to all Activities and Projects for a specific OrgID(s) will be given access at that level. It is not necessary to list each Activity and Project assigned to the OrgID. As new Activities and Projects are established and assigned to an OrgID, those who have access to that OrgID will automatically have access to the new Activities and Projects. An OrgID rollup structure has been established which allows security to be set hierarchically. For example, a college dean would likely want access to all OrgIDs in their college. To access all associated OrgIDs, they do not need to request access to each OrgID individually but should request access to the highest level OrgID in their college. The Dean would simply request access to the highest level OrgID for his/her college. For example, some of the College of Science OrgIDs are:
      • 00114 – College of Science
      • 00113 – Dean’s Office
      • 00116 – Biology
      • 00121 – Chemistry
      • 00967 – Journal of Organic Chemistry
      • 00124 – Mathematics
      • 00127 – Physics

      Each of the departments in this example report to the College of Science. Chemistry has a subordinate organization reporting to it. The Dean need only request access to OrgID 00114 to have access to all of the college’s Activities and Projects. The chair of the Chemistry department would request access to OrgID 00121 see all Activities and Projects associated with OrgIDs 00121 and 00967.

      To determine the rollup structure of OrgIDs, use the chartfield table lookups in management reports.

    • OrgID access can also be restricted by Fund. For instance, individuals who require access to only Projects within an OrgID should request access to the OrgID and Fund 5000 and/or Fund 5999. If more than one Fund is required, each Fund must be specifically requested. If all Funds are required, no Fund specification is necessary.
    • BU 02 & 03 – Individuals who require access to specific OrgIDs and not all the OrgIDs for a specific individual should request this level of access.
    • Responsible Person (PI) Employee ID: BU 01 & 04 – Individuals who require access to all the Activities and Projects for a specific individual(s) but not an entire OrgID should request this level of access. For example, an administrative assistant needing access to the Activities and Projects of one or more responsible person should request access by the employee ID of the responsible person(s).
    • BU 02 & 03 – Individuals who require access to all the OrgIDs for a specific individual(s) should request this level of access.
    • Activity/Project: Individuals who require access to specific Activities or Projects and not all Activities and Projects for an OrgID or for a specific individual should request this level of access.
    1. Fill out the appropriate PDF form for either Financial System or Financial System plus Payroll EBT access.
    2. Fill in the employee name (the individual requesting access), the employee ID (UNID), department org and department name.
    3. Select whether access is being added or removed by clicking in the appropriate check box.
    4. If the responsible person wishes to grant access to all of their OrgIDs, Activities or Projects, enter the responsible person’s name and UNID where it says “Org Head/Account Executive/PI Granting Access.” Remember to select the correct box to give them access.
    5. If the responsible person wishes to grant Activity or Project access, enter the appropriate Chartfield information in the OrgID section.
    6. If the responsible person wants to grant Activity or project access, enter the appropriate chartfield information in the Activity or Project section.
    7. The responsible person (or authorized designee) then signs the form and enters the date and contact phone number.
    8. If more than one responsible signature is required, a separate form must be prepared for each responsible person.

    Note: Payroll EBT access must be verified at the VP/College level

    Completed Financial Web Management Reports forms must be sent to runar.boman@admin.utah.edu in Financial Reporting and Accounting.
    Completed Payroll Web Earnings, Benefits, & Taxes Reports (EBT) forms should be sent to Financial Services Technology Support fis@utah.edu

Payroll Earnings, Benefits & Taxes Form
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Management Reports Form
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Journals


Journal Entry Continuation Form
Used with either Thermidor Entry Form for additional journal lines
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Thermidor Accrual Journal Entry Form
Instructions for this form can be found in Financial Reporting
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Thermidor Adjusting Journal Entry Form
Instructions for this form can be found in Financial Reporting
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Encumbrance Journal Entry Form
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New Preparer Security Access Form
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Chartfields


Activity/Project
Setup Request
Instructions for this form can be found on the Chartfields page
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Custom Account Description Request
Instructions for this form can be found on the Chartfields page
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Org ID Set-Up/Change Request form
For Reference, view the
Org Flowchart
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Fund Set-up Change Request
Please email the Associate Director for this request.

kristen.fowler@admin.utah.edu
Activity/Project Close Request

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