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 Travel and Expenses, Reallocating Bank Card Charges, Budget Inquiry and Financial Reporting and Summit for Financial Reporting.

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 will not be  granted until training is completed.   Additional Questions may be directed to controller.request@umassd.edu.  Questions regarding your current security access may be directed to IThelp@umassd.edu.

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.  Load bank card receipts in BuyWays and 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 Bank Card User - May upload bank card receipts in to BuyWays for manager approver.  This role is included in the Requisitioner role.  Select only if you  are not a Requisitioner, but need to upload bank card receipts in BuyWays.  

BuyWays Requisition Approver – Approve purchase Requisitions and invoice match exceptions.  Approve Bank Card Receipts/Charges, and 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. 

BuyWays Bank Card Approver -Approve uploaded Bank Card Statements.  Select only if you need to approve bank card receipts, but are not a requisition approver. 

PeopleSoft Bank Card Re-Allocator – Re-allocate Bank Card Charges in PeopleSoft to the appropriate GL account for a department.  To upload receipts in BuyWays, you must also have Requisitioner or Bank Card User Role. 

To re-allocate as proxy on behalf of another, user must have this role and cardholder must email  upst@umassp.edu  to complete setup.  Provide proxy name, Card Holder name and last 4 digits of card.  Refer to UPST website for information on how to apply for a card.  

PeopleSoft Expenses Entry –Enter, update, add attachments, view, cancel, print, delete Travel Authorizations and Expense Reports in PeopleSoft Finance.   Anyone that travels on university business and is requesting reimbursement should request this role.  

To enter on behalf of another, user must have this role and email ithelp@umassd.edu and provide the employee's name, employee ID and email address.  

PeopleSoft Expense Manager – Reviews, approves, denies Travel Authorizations and Expense Reports. Can send back for edit and run budget check on an individual report.  Cannot approve own reports. 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. 

Note: Some academic departments have a two-step approval process.  Expense Approver Reviewer and Expense Approver Expense Manager.  The reviewer reviews the expense before it goes to the Dean.   The reviewer may not be a direct report of the traveler.   For questions, Contact controller.request@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.  

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 are using the DocuSign form, you may view the status in DocuSign.  

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 

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.  

Travel and Expenses Entry and Approval - Take the training. Visit UPST 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.

Enter Travel and Expenses on behalf of another user, open an IT Help Desk ticket. List the name, phone number and employee ID or email address of the person for whom proxy access is needed.  You must have Travel and Expenses access. 

BuyWays Requisitioning, Shopper or BuyWays Approver: Training is Required. Bank Statement upload and contract requester is included in Requisitioner access. Bank Statement approver is included in BuyWays Approver.  

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. 

PeopleSoft Bank Card reallocations,  Training is required. BuyWays Statement upload is included with Requisitioner access. It may also be requested separately.  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 Card Access is three steps.  a. UMDAR Access Management grants page access in PeopleSoft to reallocate charges. Request Reallocation role on User Access Security form.  b. You also need BankCard User access in BuyWays to upload statements.  This is included with the Requisitioner role.  If you don't need the Requisitioner role, request the Bank Statement upload role.  c. UPST sets up the Bank Card and assigns a user to a card and proxy access to reallocate.   If you need to be proxy for another's card, email upst@umassp.edu and provide the cardholder's name, your name, employee id and the last 4 digits of the card.  Please visit UPST Bank Card Help 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 cannot login, but the name remains in the workflow until the removal form is completed. Additionally, the department is responsible to setup a replacement approver.  

Employee is leaving a Department, fill out an old Finance User Access Security PDF form -Select 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 only the old department(s) access in section 4.

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