Financial System Security - Access, Termination
RELATED POLICY STATEMENT(S):
July 1, 1993
Because of the importance of controlling access to the University's financial system, the following procedures are provided to assist in setting up authorized users on the system and removing individuals who no longer should be entitled to access.
Request for Financial System Access
Access to the System
To set up a new departmental user on the financial system, a Request for Financial System Access form should be completed (see instructions in Section VI, STANDARD FORMS) and forwarded to the attention of the Financial System Specialist in IT Client Support Services. The Financial System Specialist will contact the individual who has been granted access to schedule them in a training session. During the training session the individual will be provided with their new access code. No access / security codes will be provided without attendance at the training session.
Termination of Access
When an employee leaves a department, either through termination or by transfer, their access to the financial system on behalf of the initial department must be terminated. If they will be an authorized user in their new department, the new department should initiate the form to establish new access criteria.
In the case of a transfer, the department losing the employee should provide a written request to the Controller's Office explaining who is to have their access discontinued and why. In situations where it is imperative to immediately discontinue an individual's access to the system (e.g., an immediate dismissal for cause), an authorized person within the department should contact the Assistant Controller to explain the circumstances and the need for timely action. If the request is approved, the Assistant Controller will discontinue the individual's access to the financial system. All verbal requests processed in this manner must be supported by a follow-up memo received in the Controller's Office within three (3) business days.