Types of security within PeopleSoft Financials:
- End-User Security: roles allow department users to process and or
approve transactions within the system, including purchase requisitions, travel
& expense claims, departmental journals and purchasing card reconciliation.
- Administrative Security: roles are reserved
for centralized processing areas, such as Purchasing, Accounts Payable, Budget
Office, Post Award and Financial Accounting Services. Data stewards within the
centralized processing areas should be contacted to request appropriate
- Dynamically Assigned Security: roles are
automatically assigned based on the user being setup elsewhere in the system or
being granted other security roles.
- Purchasing Card
- based on being setup as a cardholder
- Project Manager Approver – based on being setup
as a grant or capital project manager (PM)
- Department Approver – based on being setup as a
department approver in the approval assignment table.
- NAU_ePro 10K Approver - based on being setup as
a 10K approver in the approval assignment table.
- View Only – access to view only pages
automatically given to all users.
What access do I
– roles enable users to initiate and modify documents such as requisitions,
travel claims and departmental journal transfers.
These roles also grant users the
ability to upload backup documentation to OnBase. If a user only needs to
upload documentation to OnBase, the “NAU_FS View Only Trigger” role should be
Name (Administrative Roles)
NAU_PO ePro Requester
Purchasing requisition and receipts for DPT or PUR origins.
Create, Edit, Copy, View, Modify, Cancel, Check Budget, Submit
NAU_TE Travel Proxy Traveler
Travel and Expense Documents (Travel Authorization, Expense
Report and Cash Advance)
Create, Edit, Copy, View, Modify, Cancel, Submit
NAU_GL Dept Journal Creator
Create Internal Departmental Transactions (IDT) journals
Create, Copy, Edit, Budget Check, Submit for Approval
Departmental Journal Processing
NAU_FS View Only Trigger
Gives view access to the system if no other administrative
roles are granted. Allows user to upload documents to OnBase. Once role has been granted, contact Ask-FAS@nau.edu to request that user preferences be setup for individuals that will be accessing the Manage Requisition page.
NAU_GM End User
Gives user access to the Award Profile page in the Grants
Module to view detailed award information
Gives user access to view the Budget Overview in the Grants
Module for a specific project ID
Gives users access to certain Purchasing related reports
NAU_PO Pcard Approver
Allows user to approve p-card transactions through the procurement
Add comments, change distribution and approve
Allows users to view and print asset details. Normally,
used by users involved with asset inventory.
Search and print reports
Roles – Only request if either of the two needs below exist. See workflow approval section for additional approval process information.
- Request for users whose departments wish to serve
as a backup approver when regular approver is on vacation.
- Request "NAU_TE Travel Approver" role for supervisors who aren't already departmental or project approvers. This allows the user to approve expense reports for their direct reports when the direct report is also the department or project approver (system does not allow approvers to approve their own expense reports).
- Request if a department wishes to grant only one
or two approval roles, but not all roles. Requesting one or two roles will remove
the dynamic departmental approval role (all approvals) and will limit approval
ability to just the roles requested (example: request the NAU_TE Travel Approver role if you only want user to approve
Role Name (Administrative Roles)
NAU_PO ePro Approver
Purchasing Documents (requisition)
Approve, Deny, Hold, Budget Check
NAU_TE Travel Approver
Travel and Expense Documents (Travel Authorizations, Expense
Report and Cash Advance)
Approve, Send Back, Hold, Deny, Budget Check
Approving Travel & Expense Documents
NAU_GL Dept Journal Approver
Approve Internal Departmental Transactions (IDT) journals
Please make sure approvers understand their responsibilities
Policy CMP 203 – Fiscal Responsibilities
How to add and
remove security roles:
Adding and Removing Access: All security requests can be made through the on-line ePASS request process. This process is similar to the electronic Personnel Action Request forms(ePAR). More information, including online training guides, can be found here http://nau.edu/ITS/Learn/ePASS.
Workflow Approval Section
Approval roles only give users access to transaction
approval pages in the event a workflow approval request is routing to them. In
order to receive workflow approval routing, the user must also be setup in
workflow assignment tables. To avoid having to request both security access and
workflow approval setup, departmental and project level approval roles are automatically
assigned when a user is setup in the workflow assignment table, or in the case
of project managers, in the project setup tables. To view the existing approval
assignment table setup, run the Business Objects “PS Financials Approvers
Listing” found under the Financial Management Reports> General Accounting
folder. See the process for requesting approver setup below.
Multiple departmental approvers are allowed for departmental
approvals. If multiple approvers exist,
only one approver is required to approve requisitions and departmental journals
(first one to approve). However, all approvers are required to approve travel
expense reports. For that reason,
departments may want to limit the number of departmental approvers to no more
than two and use the vacation assignment process for additional backup
For new departments requested through the Budget Office (form), the department
manager listed on the request form is setup as the departmental approver by
default. Departments may have multiple
approvers for a department. To view a list of your department or project approvers, please see the 'PS Financials Approvers Listing' report in the Business Objects Public Folders > Financial Management > General Accounting folder.
To add or remove approvers for a department or departments, have
the department manager listed on the department chartfield setup page: Set Up
Financials/Supply Chain > Common Definitions > Design Chartfields >
Define Values > Chartfield Values > Department send an e-mail request to
their JFR. “If you have a question on who your JFR is, please contact the
Budget Office representative assigned to your cabinet“ which we do have a link to
on our Budget Office website (http://nau.edu/Budget/Budget-Management/). To change the primary department manager on the department
chartfield setup page complete the Department Manager ID Change
- A brief description of why the additional
approver is being added. For backup approval, the vacation assignment process
is the preferred method (see description below).
- Name(s) of the user(s) and userid(s) of person(s)
being added/removed from the assignment table.
- List of department numbers (7 digit deptid) to
be added/removed for approval (attach list to e-mail if several departments are
For new grant projects, the principal investigator (PI) on the grant award is
setup as the project manager by default. The PI may delegate his/her approval
authority to another user by submitting a Signature
Delegation form to the Post Award Office (box 4070).
An approver may delegate his/her approval authority while they are on vacation
or during a period of time they otherwise are unable to carry out their
approval responsibility. The only
requirement is that the delegated approver has the appropriate approval
security roles. To request vacation approval assignments, the approver simply
needs to send an e-mail to ask-FAS@NAU.EDU
requesting that their approval authority be reassigned along with the following
information: time period for the
assignment (from/to dates) and the name and userid of the delegated approver.
If a transaction has already routed to an approver who is unable to approve,
the approver’s supervisor may request that the transaction be reassigned to
another approver by sending a request to ask-FAS@NAU.EDU
along with the transaction number and the name and userid of the delegated