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California State University, Long Beach
CMS: Common Management System

Finance Authority Application

General Instructions

  1. Review the PeopleSoft Finance Authority Application Instructions
  2. Complete the form and click on the "Display Printer Friendly Version" button, located below the signatures, and select "Open" to display a printable version of the form.
  3. Print the "Printer Friendly Version" of the form.
  4. Obtain the appropriate signatures on the printed form.
  5. Send the completed original to: FMIS Security Administrator, Brotman Hall 155.

Fields with * are required.

APPLICANT INFORMATION

REQUESTOR INFORMATION

Check the box(es) that apply for the access you need. Send the completed original to: FMIS Security Administrator, Brotman Hall 155.

For help in completing the form, send an email to fishelpdesk@csulb.edu.

NOTE: Please refer to the PeopleSoft Finance Authority Application Instructions for more information.

*ACCESS STATUS
*BUSINESS UNITS
*SET-IDs

NOTE: Most End-Users need only complete the General Access section and obtain approval signatures on page 3 of the printed form. Financial Management users should skip to the FINANCIAL MANAGEMENT USE ONLY section. If Online Journal Entry, Requisition Entry or Departmental PO Entry is requested, training must be completed before receiving the access. Training for DataWarehouse Reporting is optional.

GENERAL ACCESS

ROLES
OPERATOR PREFERENCES



NOTE:Please select the highest level of access needed. (ie: selecting a Division automatically includes all of its sub-divisions, etc.) Attach additional sheets as necessary to add more DeptIDs.

DATAWAREHOUSE SECURITY ACCESS






AUXILIARIES

Approval By Senior Director Sponsored Programs

Date for Senior Director Sponsored Programs

END USER PURCHASING ACCESS

NOTE: End-Users requesting an approval role need to have a properly approved

Signature Authorization for Financial and Human Resources Transactions form on file.

ROLES
    • OPERATOR PREFERENCES
    • OPERATOR PREFERENCES
Approval by Director of Purchasing Signature Date for Director of Purchasing

FOR FINANCIAL MANAGEMENT EMPLOYEES ONLY

GENERAL LEDGER ROLES
    • OPERATOR PREFERENCES

Approval by General Accounting and Financial Reporting Manager's Signature

Date for General Accounting and Financial Reporting Manager

RECEIVABLE / BILLING ACCESS ROLES

Approval by General Accounting and Financial Reporting Manager's Signature

Date for General Accounting and Financial Reporting Manager

ASSET MANAGEMENT ROLES

Approval by General Accounting and Financial Reporting Manager's Signature

Date for General Accounting and Financial Reporting Manager

ACCOUNTS PAYABLE ACCESS ROLES
    • OPERATOR PREFERENCES
    • OPERATOR PREFERENCES
    • OPERATOR PREFERENCES
    • OPERATOR PREFERENCES

Approval by Accounts Payable Manager Signature

Date for Accounts Payable Manager

PURCHASING ACCESS ROLES
    • OPERATOR PREFERENCES
    • OPERATOR PREFERENCES

Approval by Director of Purchasing Signature

Date for Director of Purchasing

SPECIAL ACCESS ROLES

Signature of CMS Manager below constitutes approval of Special Access roles.

I have read and will comply with all provisions for security and protecting the confidentiality of financial data per CSULB and State Law requirements. An appropriate administrator’s signature certifies my business need for the FIS system access requested. I have permission to attend training prior to being granted a system access.

EMPLOYEE Signature

Administrator Level 3 or higher Signature

Date for Administrator Level 3 or higher

CMS MANAGER Signature

Date for CMS MANAGER


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PEOPLESOFT FINANCE AUTHORITY APPLICATION INSTRUCTIONS

Purpose

The basic purposes of the Finance Authority Application (FAA) and the Access and Compliance Form are:

  1. Gain security access to the PeopleSoft Finance System
  2. Gain security access to the PeopleSoft Finance DataWarehouse

For additional help in filling out the form, send an email to fishelpdesk@csulb.edu

Where To Obtain the Forms

The FAA and the FM Security Agreement can be obtained from the CMS Project Office

NOTE: For new access, both forms must be submitted.

Where To Send the Form(s)

Completed forms should be sent via campus mail (Hard Copy only) to Financial Management Information Systems (FMIS), Brotman Hall (BH-Room 155) – Attn: “FMIS Security Administrator“.

How to Complete the FAA Form

Name
Your last name, first name
Campus ID
This is your employee ID number.

NOTE

  1. Campus IDs may be obtained, by the responsible ASM, for consultants, agency personnel and other non-employees by sending an email to
    HR-IS@csulb.edu
  2. Specify that you need the ID so the person can request access to the FIS system.
Email
Applicant’s email address for CSULB.
Phone
The applicant’s telephone extension number.
Dept
The 5-digit department number (DEPTID).
New Access
Please indicate with a check mark if applicant is a new user.
Change Access
If you are adding or deleting authority, please check this box.

Note: You must also include all existing access that you need to retain. Any existing access not included on the “Change” form will be deleted.

Delete Access
If you are completely deleting authority, please check this box.
Name Change
Please check this box for employee name changes. Include prior name on this line.
Business Units and Set-Ids
Check LBCMP for both Business Units and Set-IDs (include others as appropriate).
End-User General Access
Choose the appropriate item: The applicant should choose the access they need by checking the appropriate box. If training is required for the role(s), specified, you will receive information on who to contact for training when you receive your basic access.
General Access Description Training Class
Online Journal Entry FIS03 (required)
FS DataWarehouse Reporting TBD (optional)

Roles

CFSCSU_EU_FinInquiry_02
Basic inquiry access. Unless you are requesting DataWarehouse access only, always check this box.
CFSCSU_GL_Journal_05
  1. Online Journal Entry. If you select this role, please also provide the following Operator Preferences.
  2. Ledger – enter “ACTUALS”
  3. Ledger Group – enter “ACTUALS”
  4. Source – For end-users this will always be “ONL”. For Financial Management employees, see your supervisor.
CFSCSU_GL_DOAInquiry_01
Inquiry access to Delegation of Authority
CFSCSU_FS_DWReporting_01
Access to the DataWarehouse
CFSCSU_AP_VendorInquiry_02
AP Vendor Inquiry - No level 1 data

DataWarehouse Security Access

The departmental categories are criteria used for security in the DataWarehouse. Enter the appropriate information under the correct column. Please specify the highest level of access needed.

For example: If applicant designates a Division value they will automatically have access in the DataWarehouse for the all sub-divisions and departments within the designated division. If applicant designates a Sub-Division value they will automatically have access in the DataWarehouse for all the departments within the designed sub-division. If applicant designates a Department value they will receive only the department(s) indicated.

NOTE: Please indicate “N/A” in this portion if applicant does not need access to financial reports in the DataWarehouse.

Auxiliaries

Note: Choose the appropriate item: The applicant should choose the access they need by checking the appropriate box. If any roles in this section are checked, you must obtain the approval of the Appropriate Administrator.

Roles

CFSCSU_GL_GrantsConfig_01
Sponsored Programs Setup
CFSCSU_GL_GrantsInquiry_01
Post Award Entry Inquiry
CFSCSU_GL_Grants_01
Manage Sponsored Programs
CFSCSU_GL_Grants_02
Sponsored Programs IDC Calculation
CFSCSU_FS_DWReporting_02
DW Auxiliaries Management Reporting
CFSCSU_FS_DWReporting_03
DW Sponsored Programs Reporting

End-User Purchasing Access

Note: Choose the appropriate item: The applicant should choose the access they need by checking the appropriate box. If training is required for the role(s), specified, you will receive information on who to contact for training when you receive your basic access.

End User Purchasing Description Training Class
Departmental PO Entry FIS04 (required)
Requisition Entry FIS05 (required)

Should you require PO Buyer or Requisition Entry access, please review the following to determine the appropriate access.

CFSCSU_PO_Requisitions_01
Allows online entry of requisitions
CFSCSU_PO_Requisitions_02
Allows online approval of requisitions
CFSCSU_PO_EUPurchasing_01(E)
Allows online entry of purchase orders
CFSCSU_PO_EUPurchasing_01(A)
Allows online approval of purchase orders

Note: After selecting the appropriate role above, please provide the Operator Preferences:

Location
Enter your default location from the Receiving Standard Delivery Location list.
Override Preferred Vendor
Select only if you are authorized to override the preferred vendor (This should normally be checked)

Purchasing Approvals (for online approval only)

Requisition Approvals (Must be approved by Purchasing Director)

People Who Can Approve My Requisitions:
Include the name(s) of the individuals who are authorized to approve your Requisitions, if you are requesting the Requisition Entry role.

Note: The above people must also have the appropriate FIS access or they will not be able to perform the approvals

People Whose Requisition I Can Approve
Include the name(s) of the requester(s) whose requisitions you will be approving if you are requesting the Requisition Approval role.

Purchase Order Approvals (Must be approved by Purchasing Director)

People Who Can Approve My Purchase Order
Include the name(s) of the individuals who are authorized to approve your purchase orders, if you are requesting the Departmental PO Entry role.

Note: The above people must also have the appropriate FIS access or they will not be able to perform the approvals

People Whose Purchase Orders I Can Approve
Include the name(s) of the buyer(s) whose purchase orders you will be approving if you are requesting the Departmental PO Approval role.

FOR FINANCIAL MANAGEMENT EMPLOYEES ONLY

General Ledger Access
If applicant requests any roles under this section, please get the signature approval of the General Accounting and Financial Reporting Manager.
Accounts Receivable / Billing Access
f applicant requests any roles under this section, please get the signature approval of the General Accounting and Financial Reporting Manager.
Asset Management Access
If applicant requests any roles under this section, please get the signature approval of the General Accounting and Financial Reporting Manager.
Accounts Payable Access
If applicant requests any roles under this section, please get the signature approval from the Accounts Payable Manager.
Purchasing Access
If applicant requests any roles under this section, please get the signature approval from the Director of Purchasing.
Special Access
Only FMIS personnel, individuals who need to be able to create queries, or individuals who require other special access should request these roles.
Financial Authority Application Approving Signatures
Please obtain the required signatures:
  1. Person Requesting Access
  2. Administrator Level 3 or higher

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