The Administration and Finance Banner Access Form is used to define, authorize, or restrict a person's access to specific budgets and to Eagle's Purch. It can also be used to grant access to perform certain actions or view specific data within Banner via the Financial Affairs section of the form.
Use of the Banner Access Form is solely for NCCU employees with legitimate business needs, Only a completed digital Banner Access Form will be accepted and requires the digital signatures of the employee, employee's supervisor, Comptroller, IT Security Officer, the Administration and Finance Business Systems Analyst.
Note: The employee requesting access must submit the form themselves. Submissions by a supervisor or other proxy will be rejected.
Part 1: Basic Information (* Indicates information is required)
- Employee's First and Last Name*: The employee's name must match the name associated with their Banner ID and AD account.
- Phone Number*: NCCU phone contact number
- Email*: Staff email address, which ends with "@NCCU.EDU"
- Banner ID*: Employee's NCCU identification number, which begins with "820".
- Status*: "New Employee" requires the employee being entered into Banner; "Continuing Employee" is for employees already enrolled within Banner at the staff, faculty, or administrative level.
- Department*: An employee selects the department in which they work. If an employee is requesting FUND_ORG access, the employee still selects the department in which they work. Failure to do so will result in the Banner Access Form not being approved.
- Building Name*: The location of the employee's department.
- Job Title: An employee's formal title as listed within Banner's Employee Self-Service, e.g., IT Business Systems Analyst
- AD Username*: An Active Directory ("AD") username is an employee's Active Directory account name, which allows users to access secured file servers and network printers. This type of account is available to faculty and staff members, and student workers (requested by their supervisor only). To obtain an AD account, please click the link: https://nccu.teamdynamix.com/TDClient/1852/Portal/Requests/ServiceDet?ID=14420
- Action*: An employee selects "Add User," "Modify User," or "Delete User." The "Action" options pertain only to access to Financial Affairs Access Request and/or FUND_ORG Access Request.
- Employee Status*: The dropdown box contains the terms that allows an employee to identify how they are identified within Banner. The terms are "Staff," "Faculty," "Consultant," and "Contractor."
- Home Org Code*: The "Home Org Code" is the code associated with the employee's department. An employee should check with their supervisor for the code associated with their department.
- Date: The date the form is completed should be selected by an employee.
- Supervisor's Name and Email*: An employee's supervisor, along with the supervisor's NCCU email address, must be entered in the box. The system will pull this information in dynamically based on your account.
- Supervisor Certification*: The Supervisor's Certification box must be completed after the employee submitting the Banner Access Form. The form will dynamically route to your supervisor for approval after you submit it. Do not check this box.
- Financial Affairs Access Request: Should only be selected by an employee with Financial Affairs responsibilities.
- This section is used to request access to specific budgets and to Eagle's Purch.
Part II: Financial Affairs Access Request
- Chart of Accounts: Members of Financial Reporting update Chart of Accounts information. There are two charts, E and T, that are required on any form in Banner where it is present.
- Accounts Payable Invoices: Accounts Payable staff and Mr. McDaniel, Associate Vice Chancellor of Administration and Finance, are provided access for the processing of invoices for payment.
- Accounts Payable Supervisor: The individual who grants approval for invoices submitted for payment should request this access.
- Check Process: Individuals from the Comptroller Unit are granted access to Check Process.
- Financial Accounting Transactions: This access involves the use of year-end closing forms and GASB forms.
- Bank Reconciliation: Individuals from the Comptroller Unit are granted access to Bank Reconciliation.
- Purchase Orders: Users outside of the Purchasing Department can enter requisitions into the system. The Purchasing Department staff approves the items.
- Vendors: The Purchasing Department is responsible for the setup of vendors. Units outside of the Purchasing Department can query a vendor.
- Receiving: Departments receive authorization for goods received, as well as their quantity, quality, and condition on items they have purchased from a vendor. Individuals from Purchasing, Accounts Payable, the AVC Budget and Financial Planning, Director of Financial Reporting in Comptroller Unit, and the Associate Vice Chancellor of Administration and Finance have master access.
- Fixed Assets: Involves movable equipment, buildings, land, land improvement, software, library books, and leasehold improvements. Access to Fixed Assets is limited to the Comptroller Office.
- Posting: Departments are able to key in requisitions and transfers in the system. This access is assigned to a department person identified as the person responsible for entering requisitions and transfers.
- Research Accounting Director: Access is granted solely to the person(s) identified as Research Accounting Director of Sponsored Research and Programs. Sponsored Research and Programs oversees grants and Title III.
- Research Accounting Staff: Access is granted solely to people identified as Research Accounting Staff of Sponsored Research and Programs. Sponsored Research and Programs oversees grants and Title III.
- Fiscal Year End: Involves the closing of the fiscal year and tying out (validating, verifying, or checking for accuracy the balance of numbers) with the State Controller and State Budget Office.
- Budget Director: The person identified as the one responsible for approving all budgetary entries and for loading budgets for new fiscal year.
- Budget Staff: Individuals with the responsibility of reviewing and managing budgets and entering transfers.
- Student Accounting - Refunds: Granted access to staff of the Student Accounting Office specifically, NCCU Student Billing.
- Student Accounting – Direct Deposit: Granted access to staff of the Student Accounting Office, specifically, NCCU Student Billing.
- Document Approval: Usually granted to a budget director or a Comptroller.
- Security: Roles are divided by security classes.
- Employee: Access is granted for staff of departments outside of Administration and Finance and Office of Sponsored Research and Programs.
- Payroll Manager: Solely available to the manager of Payroll.
- Payroll Staff: Available to staff of the Payroll department
- Tax: Available solely to the Comptroller Unit.
Part III: FUND-ORG Access Request
- Master Fund: Allows users to see all funds in the system. This access is only meant for the Budget Office, Comptroller Unit, OSRP Accounting Staff, Purchasing, CFO and Vice Chancellor for Administration & Finance, Associate Vice Chancellor of Administration and AVC Budget and Financial Planning.
- Master Organization: Allows users to see all orgs in the system. This access is only meant for the Budget Office, Comptroller Unit, OSRP Accounting Staff, Purchasing, CFO and Vice Chancellor for Administration & Finance, Associate Vice Chancellor of Administration and AVC Budget and Financial Planning.
Part IV: Form Workflow/Routing
All Banner Access Forms are dynamically routed through a workflow to obtain necessary signatures. The order of the routing is as follows:
- After the employee submits the form, it is sent to their supervisor for approval.
- If the Fund-Org access box is checked, it will then go to the Fund-Org approver.
- After the Fund-Org approver signs (or if the Fund-Org option is not checked), the form will then go to the Comptroller.
- Once the Comptroller approves, the form will go to ITS. ITS will set up general access in Banner and Financial Affairs access that is requested. If Fund-Org access is not requested, the form ends here.
- Assuming Fund-Org access is requested, the form will route to the Admin and Finance Business Officer after ITS completes their step. This is the final step of the workflow for Fund-Org access. In this step, the business officer will grant access to specific funds.
The screenshot below illustrates this workflow.
Part V: Checking on Form Status/Administering Forms
To check the status of your form or learn how to re-send notifications to participants in the workflow, please see the following article:
User's Guide for NextGen Webforms and Workflows