Banner Finance System Access Policy

Purpose

Explains policy and procedures regarding user access to the Banner Finance System.

Scope

Applies to all university departments and activities.

Policy

General Statement

The Banner Finance System is a campus-wide data processing system for university budget data, financial transactions, on-line purchase requisitions, and on-line budget revisions.

Access to Banner Finance is restricted to employees whose official duties require such information. The employee's department head is responsible for determining that Banner Finance access is required to perform official duties and that Banner Finance access is updated or terminated as necessary.  Employees are not permitted to obtain access to Banner Finance to view activity, create requisitions, or process budget revisions against university funds outside the scope of their job duties. Employees granted access to Banner Finance must abide by  the “Confidentiality Security Agreement”.  All requests regarding access to Banner Finance should be directed to the Systems Development Office, 227 Dowdy Administration Building.

Requests for New Banner User Access

a.    Authorization and Submittal of Requests

All requests for employee access to Banner Finance require authorization from the employee's department head, dean, or Vice Chancellor on the “Banner Finance User Account Request”  form and must be submitted to the Systems Development Office for processing. If access is being requested for a department head, the department head's supervisor must sign the request.

b.    Access Determination

All Banner Finance user access includes the ability to view fund balances, transactions, and requisitions.  Additional form(screen) access is required to create purchase requisitions and must be specifically requested, if needed for the employee to perform his/her duties. Employees will rarely need access to any other forms.  However, if the employee's duties require the use of additional forms, a written justification must be submitted with the appropriate levels of approval to the Systems Development Office before the request will be processed.  Broad access to Banner Finance is rarely permitted.  The Systems Development Office is responsible for determining the appropriate form access required for the performance of the employee's duties based on information provided on the request.

c.    Establishment of Banner Finance User Access 

Once approved, the Systems Development Office will establish Banner Finance user access and assign forms and fund access as appropriate.

Student Access to Banner Finance

Banner Finance access may be granted to a student employee only when the student's duties as a student employee require Banner Finance access and when Banner Finance access is requested by the student employee's department head and approved by the University Comptroller.  If the student employee's need for Banner Finance access ceases before the access period expires, the department head is responsible for submitting a request to the Systems Development Office to cancel the student employee's access.

Temporary Employee Access to Banner Finance

Temporary employees whose duties require access to Banner Finance may be granted short-term specified period access. If temporary access needs to be extended or terminated before the access period expires, the department head is responsible for submitting a request to the Systems Development Office to make the appropriate change.

Sharing of Banner Finance Access

Each employee must have a unique username in order to access the Banner System. Employees are not permitted to share usernames or log-in to the system using another employee's password and username. Employees permanently filling a vacant position should never be given another employee's access or a previous employee's passwords. Likewise, students and temporary employees are not permitted to access Banner Finance using a permanent employee's Banner user identification.

WebFOCUS Access 

WebFOCUS access to Banner Finance is provided to those NCA&T employees and contractors with a clearly demonstrated need for ad hoc reporting development. WebFOCUS access is reviewed and approved by the University Comptroller. 

Employees Transferring to Another Position Within a Department 

The department head is responsible for reviewing an employee's Banner Finance access if the employee transfers to another position within the same department and for ensuring that appropriate requests are submitted to change or cancel the employee's existing Banner Finance user access.  Requests to change or cancel the employee's existing Banner user access are submitted to the Systems Development Office.

 Employees Transferring to Another Department or Division

If an employee transfers to another department or division at NC A&T, the current department head is responsible for contacting the Systems Development Office (334-7563) to cancel the employee's existing Banner Finance user identification within 48 hours.  If Banner Finance access is required in the new position, the employee's new department head is responsible for submitting a new Banner Finance user access request.

 Exiting Employees

Human Resources will notify the Systems Development Office of employees who are terminating employment at NCA&T. If the terminating employee has Banner Finance access, it will be canceled at that time.  If employment termination is sudden, the department head is responsible for contacting the Systems Development Office (334-7563) to cancel Banner Finance access for that individual within 48 hours.

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