User Security Access

Obtaining Access

Training is Required to obtain access.  In addition, a User Access Security Form must be completed and approved by a manager and the data custodian(controller).  Setup is completed by IT Access Management.  Finance Business systems include BuyWays for Procurement and Accounts Payable Operations, PeopleSoft Financials for Budget Inquiry and Financial Reporting, Summit for Financial Reporting, Concur for Travel Booking, Travel Requests and Approval, Expense Reports and BankCard Expenses.

Security Roles 
Review the security roles below before completing the Finance User Access Security Form.  You may select multiple roles on the form.  Approvals, Reporting and Reallocation also require department security which may be defined on the form.  All require a training date or anticipated training date on the form.  Access is not granted until training is complete.   Additional Questions may be directed to controller.request@umassd.edu.  Questions regarding your current security access may be directed to IThelp@umassd.edu.

PeopleSoft Reporting and Summit Financial Reporting - Run PeopleSoft Financial reports and queries, review budget balances and Inquire on Budget Errors.  View Expense Inquiry, PO Inquiry pages.   View Summit Department Management Financial Dashboards.  Inquire on Budget Balances, Transaction Detail, Revenue and Expense Activity, Open Encumbrances, Requisition Detail.  

BuyWays Shopper - Shop for goods & services and search for orders. Limited role may enter, but not submit orders for purchase.  Orders must be assigned to a Requisitioner for submission.  Cannot create change requests.  Shoppers may not be a Requisitioner or Requisition Approver.  Typically assigned to Graduate Student employees, Temporary Employees and Maintainers. 

BuyWays Requisitioner - Shop for goods and services & submit cart for ordering and approval. Create Contract and change requests. Approve invoices.  Search for orders and invoices. May not be Requisition Approver or Shopper. Role is typically assigned to administrative assistants, clerks and those that need to purchase for a department.  

BuyWays Requisition Approver – Approve purchase Requisitions and invoice match exceptions, search for orders and invoices.  May not be a Requisitioner or Shopper.  Typically assigned to Department Managers, Deans and PI's that have others order for them. 

Concur Expenses - Request Travel, Book Travel, Enter Travel Expenses and Bank Card Expenses.   
Anyone that travels on university business has a bankcard and is requesting reimbursement should request this role.  

Concur Delegate for another user - email controller.request@umassd.edu   This is assigned on a limited basis.  All employees should be entering and submitting their own Expense reports and travel requests. 

Concur Expense Manager – Reviews, approves, denies Travel Requests, Expense Reports and Bank Card Expense for assigned speedtypes.  Typically for Department managers and chairs, Deans and PIs that authorize and approve travel charged to their budgets.   
Note:  A traveler may not approve their own expenses. 
Funds are no longer encumbered for travel.  Department budget approvers need to ensure there is funding available before approving travel. 

Finance User Security Access Information

IT Help Desk – If you've taken training, filled out and submitted your security forms and need to check the status of your security setup, please contact Access Management via the IT Help Desk ithelp@umassd.edu or you can open a ticket with CITS. 

If you have additional questions regarding security, contact controller.request@umassd.edu

User Access Security Form
 Please complete and return the manager approved form to saudet@umassd.edu. The forms may be found on the Forms page. Finance User Access Security Form.  

Steps to obtain Access 

Summit Reporting, PeopleSoft Financials Reporting and Budgets Lookup.  Training is required. Fill out a Finance User Access Security Form. Define the 10-character departments for which you need reporting access on the form.   Form must be approved by your manager and the controller.  Access is granted by CITS access management upon controller approval.  It will be one day after notification of setup before access is available. 

Terra Dotta Travel Registry.  No special security is needed. Login from My Umass D > More Campus Systems on the MyUmassD portal. Training job aids and video may be found on My UMass D > Financial Systems Information 

Note: Terra Dotta is for Student Travelers.  Employees using Concur please register travel via Concur.  Terra Dotta is no longer required.  

Additional Department Access If you have access, but need additional department access for reporting or approval: Fill out a User Access Security form.  Request a change of access.   Check the security role and List the additional department(s) needed and training date for the role.  Enter a training date or approximate if date was prior to current fiscal year.  Form must be approved by your manager and the controller.  Access is granted by CITS access management upon controller approval.   
  
Additional Module Access -  Schedule training.  Fill out a user access security form  and request a change of access. Select the security roll/department access needed.  Form must be approved by your manager and the controller. CITS Access management receives the setup request from the controller and completes the setup.  

BankCard Expenses, Travel Requests, Travel Booking, Expenses Entry and Approval - Take Concur training. Visit Concur Training Information and Signup to sign up for training.  Fill out a user access security form.  Form must be approved by your manager and the controller.  CITS Access management receives the setup request from the controller and completes the setup.

BuyWays Requisitioning, Shopper or BuyWays Approver: Training is Required.

Visit the UMass President's Office website for training dates. Fill out a User Access Security Form.  Form must be approved by a manager and the controller.  CITS access management sets up user after controller approval is received. 

Note: Bank Cards are issued by UPST.  BankCard Expenses are entered and reconciled in Concur. 
Please visit UPST Bank Card webpage or email upst@umassp.edu for more information.  
 

Approver is leaving a department or terminating employment, fill out User Access Security Form - Remove access.  Have it approved by a manager and return to saudet@umassd.edu.  CITS does not automatically remove approver names from workflows when someone leaves.  The terminated employee may not log in, but the name remains in the workflow until the removal form is completed. The department is responsible to setup a replacement approver.  

Employee is leaving a Department, Fill out user security form - Remove access and fill in sections 1, 2, 3, 4 to remove department reporting and approval access, have it approved by a manager and return to saudet@umassd.edu.  Remove the department(s) not needed.

UM Plan - Fill out the UM Plan Security access form and return to budgetfeedback@umassd.edu