Comptroller's Office
 Policies and Procedures Manual

Effective: 01/01/2000
Revised:02/22/2012

CMP 204-02: Additions/Changes/Deletions in Advantage User IDs


Purpose

To discuss the procedures for:

  1. establishing a new Advantage User ID
  2. updating information associated with an existing Advantage User ID

    and

  3. deleting Advantage User ID

Source

University policy

Policy

Security Request Forms (SRF)

The Security Request Form (SRF) is used to authorize account setup and changes to the Advantage 3 financial system.  This form requires basic information such as the employee name and Jan User ID in addition to the specific access requirements of security roles and approval levels.  The authorized form is submitted to Advantage 3 Security Administration to activate the user account.

Each Cabinet (VP Area) has a designated list of Jurisdictional Budget Managers.  Each SRF must be signed by the appropriate Jurisdictional Budget Manager for the department that is listed on the form. Refer to this website for the list of authorized SRF Jurisdictional Managers. If an employee requires transactional access to a department that is outside of the Cabinet, they must submit a separate SRF that has the appropriate signature for that department.  See the Inter Cabinet Transactions section below for more details.  All SRFs that do not have the appropriate signature will be returned to the employee and no access will be granted until it is resubmitted with the proper signatures.  Employees may not authorize their own SRF. 

A signed original SRF must be on file with the Advantage Security Administrator for each user. Forms can be faxed to the Comptroller’s Office fax number 523-9287 or mailed to PO Box 4080. Set up the fax to transmit at a high resolution. Faxes that are not legible will be returned to the sender. When SRFs are faxed, they must be followed up with an original, signed copy to the Comptroller’s Office. If the form is not received within 5 working days, the account will be deactivated.

Users or their supervisors should retain a copy of any Advantage SRFs submitted.

Users will need to complete one or both of the following SRF depending on processing needs:

General user “Departmental Advantage Security Request Form” – covers all typical document processing requirements.  General Users SRF can be found on the Advantage 3 forms website.

Restricted user “Advantage Security Request Form” – covers special document processing needs which must be approved by the Comptroller’s Office.  This includes documents normally processed by centralized Purchasing, A/P, Budget and the Comptroller’s Office.  Restricted User SFR can be found on the Advantage 3 forms website.

A new SFR should be submitted to change any user access.  A new form supersedes any previous form. If a department is transferred to a different cabinet, security will remain the same unless the new Jurisdictional Manager submits a new security form. The Jurisdictional Manager is responsible for reviewing security for accuracy.

Roles

Access to documents within Advantage 3 is granted through Roles.  Roles consist of one or more documents grouped together by business function. A role is assigned in its entirety.  For instance, if an employee needs access to the Travel Advance (TA) document, the manager should request the NAUTRV role.  This role will grant access to both the TA and the TP documents.  Access cannot be granted to just one document or the other. 

Several security roles are restricted to specific departments.  These details are outlines in the chart below.

Role

Role Description

Documents in Role

Form

NAUPUR

Departmental purchasing documents

RQS, PD, RC

General User

NAUTRV

Departmental travel documents

TA, TP

General User

NAUXFR

Internal exchange transfer document

IET

General User

NAUJV

Departmental journal voucher document

JV

Restricted User

NAUGAX

Departmental general accounting expense document

GAX

Restricted User

NAUBG

Budget documents

APEB, BGRVSRC, BGPHE

Restricted User

NAUFA

Fixed assets documents

FA, FC, FD, FE, FI, FM, FP,FT, FX

Restricted User

NAUAP

Accounts payable documents

CEC, IN, PRM, PRC,  GAX, MD

Restricted User

NAUCOMP

General Accounting documents

JVA, CR, DC, TV, RE, CH, CA

Restricted User

NAUBUY

Purchase order document

PO

Restricted User

NAUVEN

Purchasing vendor entry document

VCC, VCM

Restricted User

Approvals

Approval levels are assigned to each user for each document.  If there are two documents in a role, such as NAUTRV, the Jurisdictional Budget Manager may request a different level of approval for each document.  Most documents in unrestricted roles either have NONE or DEPARTMENT level approval.  NONE allows a user to create, modify, edit, update and save a transaction but not approve it.  DEPARTMENT level approval allows a user to approve a document if they have authority to approve for that department.

Documents in restricted roles may have MANAGER approval.

RQS and PD documents that are greater than $10,000 or are for Sponsored Accounts require Cabinet level approval. 

TA and TP documents that are processed for foreign travel must be approved by the Travel Office.

Some documents cannot be self approved.  In these cases, a second person who has approval authority must approve the document before it is finalized by Advantage 3.  For details on which documents cannot be self approved, see the Approval Grid below.

A user must have the same level of approval for a document for all departments. That is, if a user has DEPARTMENT level approval for the RQS document for the ANT departments, he can only have DEPARTMENT level approval for the RQS document for any other departments that he may need to charge. 

All changes to a user's security profile must be made by way of a properly completed and authorized Advantage Security Request form. Errors in a user's profile can be corrected over the phone or by email to rosanna.ruiz@nau.edu  providing the Advantage Security Request form on file supports the change.

 


 

Role

Documents in Role

NONE Approval

DEPARTMENT or MANAGER

Additional Approval

No Self Approval

NAUPUR

Departmental Purchasing Documents

 

RQS

NONE

DEPARTMENT

CABINET / SPONSORED

 

 

PD

NONE

DEPARTMENT

CABINET / SPONSORED

 

 

RC

NONE

DEPARTMENT

CABINET / SPONSORED

NAUTRV

Departmental Travel Documents

 

TA

NONE

DEPARTMENT

TRAVEL OFF

 

 

TP

NONE

DEPARTMENT

TRAVEL OFF

 

NAUXFR

Internal Exchange Transfer Document

 

IET

NONE

DEPARTMENT

 

 

NAUJV

Departmental Journal Voucher Document – RESTRICTED AUTHORIZED DEPARTMENTS

 

JV

NONE

DEPARTMENT

 

 

NAUGAX

Departmental General Accounting Expense Document – RESTRICTED PAYROLL, LIBRARY, BOOKSTORE

 

GAX

NONE

DEPARTMENT

 

NAUBG

Budget Documents – RESTRICTED BUDGET OFFICE

 

APEB

NONE

 

 

 

 

BGRVSRC

NONE

 

 

 

 

BGPHE

NONE

 

 

 

NAUFA

Fixed Assets Documents – RESTRICTED PURCH AND ACCTG

 

FA

NONE

MANAGER

 

 

 

FC

NONE

MANAGER

 

X

 

FD

NONE

MANAGER

 

X

 

FE

NONE

MANAGER

 

X

 

FI

NONE

MANAGER

 

 

 

FM

NONE

MANAGER

 

 

 

FP

NONE

MANAGER

 

 

 

FS

NONE

MANAGER

 

 

 

FT

NONE

MANAGER

 

 

 

FX

NONE

MANAGER

 

 

NAUAP

Accounts Payable Documents – RESTRICTED ACCOUNTS PAYABLE

 

CEC

NONE

MANAGER 

 

 

 

IN

NONE

 

 

 

 

PRM

NONE

MANAGER

 

 

 

PRC

NONE

MANAGER

 

X

 

GAX

NONE

 MANAGER

 

X

 

MD

NONE

 MANAGER

 

X

NAUCOMP

General Accounting Documents – RESTRICTED COMPTROLLER

 

JVA

NONE

 MANAGER

 

 

 

CR

NONE

 MANAGER

 

 

 

DC

NONE

 MANAGER

 

 

 

TV

NONE

 MANAGER

 

 

 

RE

NONE

 MANAGER

 

 

 

CH

NONE

 MANAGER

 

 

NAUBUY

Purchase Order Document – RESTRICTED PURCHASING

 

PO

NONE

 

 

 

NAUVNDR

Vendor Entry Document – RESTRICTED PURCHASING

 

VCC

NONE

 

 

 

 

VCM

NONE

 

 

 

Training

Before access is granted to General user roles, the following training requirements must be met.  Training is offered in person or through Computer based Training (CBT). 

 

General User Role

Required Training

Mode of Training

NAUPUR

Basic Navigation

Class or CBT

 

Basic Purchasing

Class or CBT

 

Purchasing Policy

CBT

NAUTRV

Basic Navigation

Class or CBT

 

Travel Policy

Class

 

 

 

NAUXFR

Basic Navigation

Class or CBT

 


Procedures

Step 1 Complete the appropriate Advantage Security Request form by using the instructions that follow.

  1. NAU Authentication ID (Jan user ID)
  2. User’s Name
  3. User’s Work Phone
  4. User’s NAU email address
  5. Department Access
  6. Supervisor’s Name
  7. Supervisor’s Phone

 

 

 

 

 

 Step 2 

Send the completed Advantage Security Request Form to:

            NAU Advantage Security Administration

            Box 4080

            Flagstaff, AZ 86011

KEEP A COPY OF THE COMPLETED FORM S FOR YOUR RECORDS.


Cross-Reference

For related information, see CMP 204 01, Additions/Changes/Deletions in Unit Managers/Authorized Signers.

Appropriate use of Advantage Data, see Advantage Data Access Policy

NAU Network Use Policy -  ITS Network Acceptable Use Policy for Faculty & Staff

 


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