Requesting a ChartField Approver Role

Summary

In this article, you will learn the steps to request a ChartField Approver role (UGA GL CF Reqst Approve) for an employee using the Access Request Form in the UGA Financial Management System.

Body

   Overview   

The default roles an employee will receive are outlined HERE.

Any additional roles required in the system will need to be assigned using the Access Request From by an employee's HR supervisor. This course outlines how a supervisor can assign the ChartField Approver Role.

In this article, you will learn the steps to request a ChartField Approver role (UGA GL CF Reqst Approve) for an employee using the Access Request Form in the UGA Financial Management System.

This form should be completed by the employee's HR Supervisor.

1. Step 1

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First, log into the Financial Management System.

On the UGA Financials homepage, click the Request Access tile.

2. Step 2

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The UGA Access Links page is displayed.

To request a ChartField Approver Role, click the UGA Financial Management System Access Request link.

3. Step 3

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The Security Access Request page is displayed.

Under the Add a New Value tab, enter the MyID for the employee for whom you wish to assign a ChartField Approver role in the User ID field.

Note: You can use the lookup magnifying glass to search an employee. The Description search prompt will be a last name search.  

For this Example shown here: " uga12345 ".

4. Step 4

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Click the Add button.

5. Step 5

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The Access Request page is displayed. Your name and User ID are recorded as part of the Access Request form.

Your Chief Financial Officer (CFO) is responsible for approving the access request.

To select the CFO Approver, click the CFO Approver  drop-down menu.

6. Step 6

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Click the appropriate CFO Approver from the list.  

Example shown here: Nightengale,David .

7. Step 7

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You can confirm whether an employee already has a ChartField Approver (UGA GL CF Reqst Approve) role.

To view the selected employee's current access, click the arrow to the left of the Access Billing Business Unit and View User's Roles  section.

8. Step 8

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In the View and Remove Any of User's Current Roles section, you can view what access the employee currently has before you request an additional role for the employee.  

For this example, the selected employee does not have a ChartField Approver role.

9. Step 9

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You can enter a reason why you are requesting a ChartField Approver role for the selected employee in the Justification for Access field.  

10. Step 10

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Click the arrow to the left of the Access Requested section to expand it.

11. Step 11

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To add an additional role for the employee, you can enter the appropriate name of the role or search for the role by clicking the lookup magnifying glass.  

Example shown here: the lookup magnifying glass.

12. Step 12

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The Look Up Role Name pop-up window is displayed.

Scroll down to find the appropriate Role Name or use the search functions by entering a keyword into the Role Name or Description fields.  

Example shown here: Role Name drop-down menu.

13. Step 13

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You can select an appropriate search filter. 

Click the contains option.

14. Step 14

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In the Role Name field, enter " CF ".

15. Step 15

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Click the Look Up button.

16. Step 16

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Click the UGA GL CF Reqst Approve link.

17. Step 17

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The selected Role Name now appears in the Additional Roles Needed section.  

18. Step 18

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When you are ready, click the Submit button.

19. Step 19

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The request is submitted to the CFO for approval. You can view the approval workflow at the bottom of the page.  

Additional Information:

ChartField Approver Role:

  • Role Title: UGA GL CF Reqst Approve

Suggested material to review when receiving this role:

  • Department ID request approvals:
    • When approving Department ID requests, the approver (as well as the initiator) should be aware of how their college's department tree structure is set up. The following reference document can be used to review a college's tree structure: Financial Departments Tree Structure Excel and Guide
    • Department approvers should also be aware of the possible downstream impacts that come with adding, changing, inactivating, or transferring a Department ID: Finance Department Maintenance Checklists
  • Approving a ChartField Request
 

Details

Details

Article ID: 151223
Created
Sun 9/25/22 9:46 AM
Modified
Mon 6/10/24 11:17 AM