Tools and information for requesting access to EFS (PeopleSoft Financials)
Access to financial systems and data is generally granted only to University employees, student employees, and certain temporary employees. If you have questions about what access may be appropriate for your role, review the information on this page, speak with your supervisor, department administrator, EFS cluster director, chief financial manager (pdf), or contact the University Financial Helpline.
Financial leaders may review specific financial systems role combinations or access held for an individual or group. Contact the University Financial Helpline at firstname.lastname@example.org to request the data.
Keep in mind that not all access requests are granted. Some roles are limited to people with specific job duties, specific training, certain departments, etc.
- Determine access needed to perform your assigned work.
- Take training and pass any required assessments.
- Request the access appropriate to your job. Route the completed form to your supervisor and then to your EFS cluster director for approval.
- Watch your email for notification that your PeopleSoft Financials (EFS) access has been granted.
Separation of duties guidelines
To help ensure appropriate controls are in place for high risk activities, there are some guidelines that must be followed when requesting access to the financial system. Information about these guidelines, as well as advice for assigning approval roles, is available. Generally, individuals may not both initiate and approve a transaction.
Removing access or employee transfers
Use the Change of Employment Status form to report terminations, retirements, transfers, or leaves of absence. When an employee transfers to a new department, their access must be removed and re-established in the new department.
- Individuals must be authorized for access.
- For some access roles, individuals must complete training and demonstrate compentencies related to the task(s).
- Upload capabilities are highly restricted.
- Download access is limited to those with a specific business need.
- Access to private, protected, or confidential information is provided to individuals authorized by law, contract, and University policy and only for purposes defined in said law, contract or policy.
- Designated individuals are responsible for ensuring that the level of access granted is appropriate for the duties performed by people within their college or administrative unit. Separation of duties practices ensure that one person does not have sole access to the assets (e.g., make a purchase, approve transactions, receive cash) and accounting records (general ledger, subsidiary ledgers, reconciliation, etc.) of the University. This separation helps ensure financial data integrity and protects the University's assets.
- Designated individuals are responsible for reviewing job duties and making adjustments whenever personnel status or responsibilities change.
- Anyone with system access is responsible for complying with and adhering to all associated policies and procedures.
- When individuals with system access change job duties, transfer units, or terminate employment, access to data and systems will be removed. Each unit is responsible for promptly reporting changes, transfers, or terminations using the Change of Employment Status form.
- Access to data and systems does not transfer with the employee when they change job duties, move to a different position, or transfer to a different department.
- The Controller's Office is authorized to revoke access to the financial data and systems in the event of non-compliance with policy, procedure, or system access controls.
- Financial data and business process owners are involved in the access and authorization process.
- Chief Financial Managers, RRC Contacts, and EFS Cluster Directors are responsible for periodic verification of access held by individuals within their unit or related to the business functions for which they're responsible.
Students with work assignments that require them to use the financial system or data are authorized to have access to the system and must meet the same requirements as any other employee.
Individual approval roles available
Most approval roles require that a primary approver be designated and at least one alternate approver. Some approval roles allow for multiple alternates. Units should avoid establishing one individual as both the primary and alternate approver for any one level of approval or type of approval, to avoid transactions getting stuck in pending status when one individual is absent or unavailable. Taking into account that one person may not approve transactions they have initiated, it would be prudent to avoid assigning the requisition approval roles to requisition preparers, avoid assigning the vendor payments approval roles to those who can prepare vouchers, and so forth. Certainly avoid making the person who also holds preparer access both the primary and alternate approver for that activity within the department.
- Individuals holding any approval roles in the financial system may not approve transactions that they have initiated.
- Procurement Card (PCard): one individual may not hold both the Certified Approval role and the DeptID approval role (system limitation).
- Recommended: One individual should not hold both the Certified Approval role and any other financial approval role for the same DeptID.
Certain access roles are granted on a limited basis to those who work within the financial cluster for a college or administrative unit. If you are unsure whether these roles are appropriate for you, contact your supervisor, cluster director, RRC manager, or the University Financial Helpline.
- Procurement specialist
Note that procurement specialists are responsible for the receiving function when capital assets are involved. Depending on unit procedures, they may also perform routine receiving or act as a backup receiver.
- Voucher preparer/voucher specialist/vendor payments
- Bill preparer/Cluster billing specialist (two levels: no HIPAA data access, or HIPAA data access included)
- Billing Spreadsheet Upload (highly restriced access)
- Journal Preparer
- Journal Spreadsheet Upload (highly restricted access)
- Budget Journals (establish budget lines during the year)
When requesting one of the roles above, it is necessary for the unit to provide additional information: if the person requesting access is a replacement or an addition to those who already hold the role for the unit; if applicable, the name of person being replaced/when that person's access was removed; if not a replacement, the specific business reason for the additional person in the clustered function (what changed about the local business activity that requires more people to have access to the role).
As with any system, there are multiple kinds of access roles available. The list below is not comprehensive but does include the roles most used. Access should be appropriate to the work assigned to the individual, keeping separation of duties in mind. Take care not to simply request everything because it may be needed. Request only that access that is truly necessary.
- Inquiry includes Query Manager level access to the financial system reporting instance, inquiry access for the data warehouse (the DWFS database is included, providing historic CUFS information prior to July 2008; and DWEF, information from July 2008 to the present), view access to the enterprise imaging system, nVision for EFS' reporting instance. All employees have access to certain financial reports within the Reporting Center of MyU by virtue of their employment.
- Imaging system. There are various slices/dices of this access. People may have View access to a number of different transaction types, or Scan access for transactions departments normally prepare.
- Accounts Receivable Monitoring (includes AR Inquiry access)
- Accounts Receivable Inquiry (a bit less access than AR Monitoring)
- Departmental Deposits
- PCard reconciliation.
- PCard approvals.
- Create Requisitions
- Receive Purchases
- U Market ordering only
- Travel and Expense Reimbursement within EFS. (Note that Chrome River access is granted to all employees by virtue of their employment.)
- COA Request. Request any COA field setup, approver/alternate approver COA field setups for a department.
- Budget Entry (the annual process to enter budgets, also known as "budget prep"). There are three types of access: department level, RRC level, and RRC designee.
If you are an employee of a central unit, please contact your supervisor or the University Financial Helpline for assistance or more information about access.
Frequently Asked Questions
There is training available for all of the end user roles in EFS. Courses and materials have been created to help people learn to use the system, be aware of applicable policies, and so on. Training is required to obtain access for most data entry roles.
Find the course(s) needed and register. Complete training and assessments related to the access role(s) that are being requested. If you or your supervisor are unsure of what training is required, contact the University Financial Helpline for guidance.
The Controller's Office will review requests and ensure training requirements are met. If all requirements are met, the form is sent to the Office of Information Technology within three business days. Normally the form is processed the same day it comes in but please understand that during busy times, staff absences, etc., it may take several days or even longer to process the form. The Office of Information Technology (OIT) configures access profiles in the financial system itself and will alert the requester when access has been granted.
Some locations may need Virtual Private Network (VPN) software running in order to access PeopleSoft Financials.
That's a question for your supervisor but if you have approval to work from home, you may need VPN software installed on your home computer. We strongly recommend using VPN when working remotely. See link below for the software/installation instructions. Hint: after the software is installed, open it and log in using your Internet ID/Internet password. Then open your Web browser and access MyU > Key Links > PeopleSoft. Please ensure your home computer is secured, has current virus protection, etc. and follow safe computing practices using that computer, just as you would your work computer.
VPN software and instructions are available from the Office of Information Technology.
The inactivity timeout for PeopleSoft Financials is 45 minutes, this is the timeout for the portal (MyU) and all of the PeopleSoft systems at the University.