Finance Division
New Employee Set Up Form
For each new employee, complete Section I and have the appropriate approval authority sign the form. Forward the completed form to Finance Systems. Section II should be completed by each new employee’s manager. This does not need to be submitted to Finance Systems.
Section I: General Information & System Setup Requirements
Employee Name:Employee Area:
Employee Title:
ID Number:
Network Login:
Employee Start Date:
What type of employee is this person?
Staff employee
Is this person a transfer from another unit within Finance? Yes No
Contract / temporary employee from outside agency
Student employee
If this person is a transfer from another unit outside of Finance, should the person retain their existing access (including Banner, Cognos, Network Drive, etc.)?
Yes, but only until this date:
No, remove all existing access
Banner Access
Should the user be subject to the Banner access schedule restrictions where logins can only occur between Monday and Friday from 7am until 7pm?
Yes
Which Banner security classes should the new employee be assigned? Please review the AR, Finance, and Payroll security class definition documents to determine the appropriate classes.
Accounts Receivable
Manager (WFU_AR_MGR)
Accountant (WFU_AR_ACCT)
Representative (WFU_AR_REP)
General (WFU_AR_GENERAL) – required for all other AR classes
Tax (WFU_AR_Tax)
1098T (WFU_AR_1098T)
Campus Financial Services (WFU_AR_CFS)
Detail Code Maintenance (WFU_AR_DETAIL_CODE_MAINT)
Refunds (WFU_AR_REFUND)
Finance
AP Manager (WFU_FIN_AP_MGR)
AP Representative (WFU_FIN_AP_REP)
AP Check Printing (WFU_FIN_AP_CHECKS)
AP Direct Deposit View Only (WFU_FIN_AP_DIRECT_DEPOSIT)
AP Void Checks (WFU_FIN_AP_VOID_CHECKS)
Budgeting (WFU_FIN_BUDGETING)
Campus Financial Services (WFU_FIN_CFS)
Endowment (WFU_FIN_ENDOWMENT)
Fixed Assets (WFU_FIN_FIXED_ASSETS)
General (WFU_FIN_GENERAL) – required for all other Finance classes
General Ledger Manager (WFU_FIN_GL_MGR)
General Ledger General (WFU_FIN_GL_GEN)
Grant Accounting (WFU_FIN_GRANTS)
Interface Set Up (WFU_FIN_INTERFACE_SETUP)
Journal Voucher Entry (WFU_FIN_JV) – for non-Financial Reporting staff
Payroll Bank Reconciliation (WFU_HRPY_BANK_RECN)
Purchasing (WFU_FIN_PURCHASING)
Supplier Setup (WFU_FIN_SUPPLIERS)
Systems Group (WFU_FIN_SYSTEMS)
Tax (WFU_FIN_TAX)
Human Resources / Payroll / Position Control – All require setup on PTRUSER
Manager (WFU_HRPY_PY_MGR)
Staff (WFU_HRPY_PY_STAFF)
Data Entry (WFU_HRPY_PY_DATA_ENTRY)
Payroll General (WFU_HRPY_PY_GENERAL) – required for all Payroll security classes, excluding the Tax and Budgeting class
Controller (WFU_HRPY_PY_EXEC)
Staff (WFU_GOAINTL_MODIFY) – international information setup
Tax (WFU_HRPY_PY_TAX)
Budgeting (WFU_HRPY_BUDGET)
Other: Are there any security classes that the new employee needs that are outside of Banner Finance, Accounts Receivable or Payroll?
FormFusion (FORMFUSION) – administrator access for Intellecheck
Registrar (WFU_REG_PAYROLL_QUERY) – query access for SGASTDN
Registrar (WFU_REG_AR)
Registrar (WFU_REG_AR_QUERY)
Registrar (WFU_REG_GENERAL)
Registrar (WFU_REG_UPDATE_HOLDS)
Financial Aid (WFU_FA_AR)
Financial Aid (WFU_FA_AR_ACCESS) – promissory note setup on RRAAREQ
Other:
Other:
Banner Dataload Access & Scheduled Jobs
Finance Systems will follow up with the new employee’s supervisor to determine which, if any, dataload directories and scheduled job email distributions are required. The dataload directories are where files are saved when they need to be loaded to Banner or output from particular Banner jobs is reviewed.
Set up WINSCP
Will need access to these Dataload directories:
For Finance Controls – Should the user be allowed to submit transactions (e.g. invoicing, JV’s, etc.) to the posting process or just query already posted transactions?
Posting only (for Deacon Depot requisitioners or approvers)
Query only (minimum access for all Finance employees)
Both Posting and Query (submit transactions - invoicing, JV’s, etc.)
Accounts Payable Controls
Should the user be granted the following override permissions? Check if yes.
Invoice Tolerance Override:
Invoice Receipt Required Override
Cognos Access
What type of Cognos license does the employee need and what security group should the employee be assigned? Note that additional costs may be incurred if a new license is needed. Please review the Cognos security group definition document to determine the appropriate license / security group.
Finance Consumer User
Finance Consumer User AP
Finance Consumer User AR
Finance Consumer User AR – CFS1
Finance Consumer User AR – FAR1
Finance Consumer User AR – Payroll 1
Finance Consumer User AR – Tax1
Finance Consumer User BFP
Finance Consumer User Payroll
Finance Query User
Finance Query User AP
Finance Query User AR
Finance Query User Bank Recon
Finance Query User Payroll
Finance Query User Systems
Finance Query User Tax
Finance Query User Auditor
Finance Author User
Finance Author User Systems
Finance Author User AR
Finance Authour User BFP
Finance Author User Payroll
Finance Author User FAR Reporting
Payroll Query User All
Payroll Query User Tax
Payroll Author User All
Payroll Author User Finsys
Payroll Author User HR
Payroll Consumer User Auditor
Payroll Consumer User HR
Payroll Consumer External – FAR
Payroll Consumer External – BFP
1 These security groups are supplemental groups for Finance users outside of Student Financial Services that need access to certain SFS reports; be sure to select a primary security group as well.
Should the employee have access to view data through the secured Cognos financial end user reporting?
Ledger / Transaction / EmployeeSalary Detail / Student
Salary Detail
All of campus
Specific FOAPAL:
Specific FOAPAL:
Note: If additional FOAPAL security needs to be specified, attach a spreadsheet.
Network Drive Access
The employee will automatically gain access to these standard network drives via the Red Carpet process (excluding folders that are restricted to specific users):
\\admin2\control (G drive)
\\admin2\sct_finance (F drive)
\\admin2\purchasing (M drive)
If there are additional network drives that the employee should have access to or restricted folders within the above drives, please specify below:
Does the employee need to have any of the following software programs installed? Please note that additional costs may be incurred if a new license is needed.
Microsoft Project
Microsoft Visio
Snag It
Does the employee need any of the following applications installed on his/her laptop and Putty configured to access these resources?
CORE Cashiering
Lotus Notes
Spreadsheet Budgeting
Windstar
Does the employee need any other department specific setup or access? (Please specify)
Specify the type of Deacon Depot access that the user should have:
Shopper
Requisitioner
Requisitioner/Approver (additional documentation will be required)
Fixed Asset Approver
Projects Approver
Grants Approver
Buyer
Does the employee need to access to University Advancement’s Deacon Advancement Database (i.e. Blackbaud)?
Yes
Should the employee be added to any of the following Google Groups?
Business Administrators –
FS Management Team –
Financial Services –
FS Leadership Team –
Should the employee be set up to have access as a content editor to the Financial Services website via WordPress?
Yes
Approval Authority:
Signature DateFinance Systems Approval:
Signature Date
Section II: Administrative Preparation & Unit Specific Requirements
This section should be completed by each new employee’s manager. This does not need to be submitted to Finance Systems.
Complete the I/S onboarding request task in Remedy (the link to the task is found in a Red Carpet email to the hiring manger). (Remedy ticket #______)
1. Computer Allocation: Choose ‘Yes’ to this question and note in the ‘Additional Comments’ field whatever the allocation should be (i.e. the current desktop or laptop model).
2. File Share Access: Choose ‘Yes’ to this question and note in ‘Name of File Share’ field that the user should be added to the Controller Domain Group. If any other specific file share access is needed, specify that here as well.
Have confidentiality agreement signed by new employee and submit to Human Resources, Controller, and Supervisor
Add users to required area specific listservs (e.g. AR_Rep, Budget, Cognos_Users, Payroll, Posting, Reporting, UniversityCard, etc.)
Request University Card purchasing card, if needed, with department head approval
Request new telephone and extension (Remedy ticket #______)
Request physical access for
1. Keys: Facilities Management (x4255; facilities.wfu.edu/request/key-request/key-request-form/)
2. ID Card Access: Residence Life & Housing () – Please note that contract employees should never be allowed to use permanent employee’s ID cards; they should always be given their own ID card as access is logged.
Consult Laura Becker, x5233) or Diane Wise (; x2412) for specific UCC building access
Provide NOVAtime application training (sign up via the PDC website)
Grant access to needed Google documents, folders, and/or groups
Other General Administrative Items:
1. Provide campus/UCC information including a tour and review of eating and sundry facilities and parking locations
2. Escort new employee to University Parking Management to register their vehicle or show new employee how to register their vehicle online in WIN
3. Escort new employee to Alumni Hall, Room 131, to obtain WFU ID. Discuss WFU ID usage and policy.
4. Order relevant supplies
Unit Specific Setup Requirements
Accounts Payable & Procurement Services
Submit request to Procurement Services to set up Works for purchasing card accountant and/or administrator access
Set up user in Intellecheck administration tool
Set up user within PayNetExchange / Comdata
Request access to transmit ACH payments and positive pay files from Jennifer Killingsworth at x4088 or
Accounts Receivable
Set up user on Banner AR profile screen, TGAUPRF
Set up the employee with access into NelNet Enterprise, contact Mike Maedjaja at or ext 3754
Add the new employee and his/her extension into the ACD phone system
Set up the new employee with a login for QuikPay as a CSR and/or Reporter
Set up access to Campus Partners; contact Karen Brown at x3086 or
Set up access to Commerce Manager; contact Karen Hunter at x6089 or
Banking / Cash Functions (across all units)
Request access to cash functions, including the ability to review positive pay exceptions, download reports, transmit/review ACH files, initiate and release wire payments, etc, from Jennifer Killingsworth at x4088 or
Request access to Merchant Services, including the ability to view merchant configuration and reporting from Karen Hunter at or xt 6089
Budget & Financial Planning
Set up access to all applicable Lotus Notes databases (new ID’s must be submitted to the supporting vendor; for new machines the vendor should be scheduled to come onsite to load and configure the software)
Fixed Assets
Request that Sage be installed by Information Systems (Remedy ticket #______)
Payroll
Set up user on Banner Payroll profile screen, PTRUSER
Set up user in Intellecheck administration tool
Enable new employee to send files to benefit providers (e.g. TIAA)
Set up Windstar access
Request access to transmit ACH payments and positive pay files from Jennifer Killingsworth at x4088 or
Manager’s Record:
Completed By:Date Completed:
Finance Systems | Updated September 15, 2016 Page 9 of 9