Explanations

Listed below are descriptions and explanations of user roles and Finance indicators to help you make your selections for requesting Banner Finance Security. You may only choose one selection from each drop down box on the Banner Finance Security Form.

I. Financial System

Accounts Payable Option:

** The campus at large will not be able to access AP however here are examples of who can have access.

AP for Specials Funds- Access for accountants supervised by Sherrilyn Johnson who will be entering direct payments.
AP for Systems Accountants- Employees supervised by Angela Wilson
AP for ITCS- Programmers that work in ITCS
AP Staff- Employees that work in AP
AP for Student Store-Employees that work in Student Stores that key payment request
AP for Student Store Supervisor—Supervisor for Student Stores
AP Supervisor—Supervisor for AP
AP for Comptroller—Accountants that work in Financial Services
AP for Check Recon—Employees that are responsible for reconciling the bank statement
AP for Xtender Staff—Employees in AP that will be responsible for scanning and indexing invoices
AP for MM Staff—Employees that work in Materials Mgmt on vendor maintenance

If you need access to Accounts Payable and can not determine your option from the descriptions listed above, contact speights@ecu.edu or harrisonc@ecu.edu .

Miscellaneous Cash Option:

** The Campus at large will not be able to access Miscellaneous Cash however those users in the Cashier Office that can finalize batches for submission for posting are identified as AR supervisors.

All other users are set up as Dept users. So there is really only one role to select.

If you need access to Accounts Receivable and can not determine your option from the descriptions listed above, contact peelc@ecu.edu or martinel@ecu.edu or bowlingde@ecu.edu

Fixed Assets Option:

** The FX Supervisor Level 1 & 2 will be for 4 users ONLY. Everyone else will be authorized to use Inquiry.

Example:

Supervisor Level 1 = ability to add, update, delete and approve transactions. (Includes table maintenance)
Supervisor Level 2 = ability to add, update transaction.
Inquiry = ability to view information on assets.

If you need access to Fixed Assets and can not determine your option from the descriptions listed above, contact davislu@ecu.edu or manningj@ecu.edu

General Ledger Option:

GL SSB Inquiry and Budget Transfers - users that need FOAPAL Inquiry Access or need to key Budget Transfers

GL INB or ID Charges - users that need FOAPAL Inquiry Access as well as data entry for ID Charges or Encumbrances. ** This option automatically includes SSB**

GL Admin and Finance Accountants - Admin and Finance Accountants for East and West Campus only

If you need access to General Ledger and can not determine your option from the descriptions listed above, contact suggsa@ecu.edu or doughtiep@ecu.edu

Work Flow Option:

WF Finance Security Approval-primary

As a Department Security Custodian (DSC), you will be responsible for approving Finance Security requests for employees under your supervision. You should have knowledge of the employees’ responsibilities and be familiar with the Banner Finance Security roles associated with these responsibilities as explained in this document above. It will be important to approve requests in a timely manner so you should also identify a Proxy (substitute) when you are unavailable. If this option is chosen, you can identify a Proxy or Proxies to the Workflow Administrator in the text comments below. If you choose to identify a Proxy at a later date, contact boyert@ecu.edu . In either case, state the PirateID of your intended proxy and indicate this is for use with Finance Security.

WF Finance Security Approval-proxy

As a Department Security Custodian (DSC) proxy, you will be responsible for approving Finance Security requests for employees in your department. You should have knowledge of the employees’ responsibilities and be familiar with the Banner Finance Security roles associated with these responsibilities as explained in this document above. It will be important to approve requests in a timely manner.

If you need access to Workflow and can not determine your option from the descriptions listed above, contact suggsa@ecu.edu

Purchasing & Procurement Option:

These roles are available to end-users campus wide, depending on their job function and approval level. These Roles do not have Banner INB access related to these purchasing roles.

PORT Shopper – A person who needs access to shop for items but who cannot create requisitions.
PORT Requsitioner – Anyone who needs to create requisitions for departments on campus
PORT Division Approver – The person who approves requisitions for a Department or Division.
PORT ECU Approver – A person who approves special categories of purchases for the entire campus.
PORT AP – Used by Accounts Payable, query access only

The roles below should be held only by the materials management staff, or as required to conduct university business. The everyday departmental user should not need access to these roles.

PORT Administrator – A person who does user management, catalog management, reports, organization set up, field management, and customization of PORT. This person has access to all of the roles listed below.
PORT Supplier Administrator – A person who is responsible for maintaining the Supplier List by adding new suppliers, freezing unacceptable suppliers, and communicating with and answering question for the requisitioner.
PORT Storeroom - A person who works in the Medical Stores or Central Warehouse Stores and needs access to PORT to facilitate the ordering and distribution of orders.
PORT Buyer – A person who is a buyer for the university, who is responsible to evaluating purchases, placing items out for bids, and releasing the Purchase Order for final review.
PORT MM – A person who works in Materials Management and needs access to the PORT system to facilitate university purchases.
PORT Reporting – A person who is responsible for generating queries and reports.

If you need access to PORT and can not determine your option from the descriptions listed above, contact boulineac@ecu.edu

Research Accounting Option:

Administrative Office Roles:

RA Grant Administrator: This role is for the staff of the Grants and Contracts Office who manage and monitor all externally funded sponsored programs.

RA Capital Improvements: This role is for the staff of the Financial Services who manage and monitor capital improvement projects.

RA Special Funds: This role is for the staff of the Special Funds Office who manage special fund projects that must be accounted over multiple fiscal years.

If you need access to Research Accounting and can not determine your option from the descriptions listed above, contact stubbingss@ecu.edu or ayerss@ecu.edu

Faculty/Staff Roles:

RA Department Administrator: This role is for faculty/staff that are charged with managing projects/grants for their respective department.

RA Primary Investigator: This role is for faculty/staff who have received a project or grant for which they are the primary responsible investigator or co-investigator.

*Additional training will be needed to familiarize university users with query functions available in Internet Native Banner for project management. Inception to date budget, expenditures, encumbrances, and budget balances are available in Self Service Banner using the grant code options for budget queries.

Self Service Budget Development:

*We are not currently using this option. This option may be available in May 2006

Stores Inventory Option:

*We are not currently using this option

Ship to Code:

Please use this option in conjunction with the Purchasing and Procurement option. If you choose Purchasing and Procurement, the ship to code will be a required selection as well. Please choose your current location for the ship to code.

If you can not determine your Ship to Code, contact boulineauc@ecu.edu

II. Faculty and Staff Access Section:

Accrual Posting: For year end close out. This option is for Financial Services Accountants and AP staff.
Evisions: Used for check writing and Accounts Payable. You must be a Accounts Payable Supervisor to have access to check writing.
FUPLOAD Access: Used primarily for Printing and Graphics, and Parking and Traffic.
Grant End Posting: Allows posting of corrections after grant end dates. Most campus users will not be approved for this option.
ODS/EDW Access: For those that have attend ODS (Operational Date Storehouse training) and those who have attended Enterprise Data Warehouse Training.
Receiving Override Authority: Because each department will receive their own merchandise, each department will select someone to be their Receiving Overrider.
Xtender Access: For those whom use scanner software. Will primarily be used by the Purchasing and Accounts Payable staff.
NSF Override Authority: This option is only for Anne Jenkins at this time.
ProCard: For employees who will use the ProCard Visa

III. Organizations Selection Section:

This option will only be accessible for certain user roles such as General Ledger SSB/INQ (Inq and Post), PORT Shopper, PORT Requisitioned, PORT Division Approver and PORT ECU Approver. If this area is not accessible, your organization access has already been determined by the roles you have selected.

If you do not know your Banner Organizations, review the following site:

http://www.ecu.edu/cs-admin/syscoord/upload/ORGN%2001-23-06.htm

IV. Additional Comments Section:

If you have any special needs such as to inactivate a preexisting user class or to inactivate the entire security request because you are leaving the department, enter your comments in this section.

V. Department Security Custodian:

Please select the DSC Approver for your area.

*If you do not see a Department Security Custodian for your area, please contact Anne Suggs at suggsa@ecu.edu or at 328-2663.

For help or additional information on the Banner Finance Security form, please contact Penney Doughtie at doughtiep@ecu.edu or at 328-2706. Thank you.