Financial Services

PeopleSoft forms

Further Information

    PeopleSoft login Applications supported

The University uses PeopleSoft as its financial management tool.

  1. Who can apply for PeopleSoft access
  2. Applying for access
  3. Security profiles
  4. Forms

Who can apply for PeopleSoft access

The current PeopleSoft user policy provides for those staff performing designated financial roles and responsibilities as per their duty statement within the school/business unit to be provided with access to the PeopleSoft accounting system.

Financial Services has previously rolled out PeopleSoft access on this basis to all current schools/business units.

Hence these procedures apply specifically to circumstances where:

  • a new user is required to replace the previous incumbent who has left the employ of the University
  • a new user is required to replace the previous incumbent who has moved to another position
  • a new user is required to replace an existing user on a leave replacement basis.
  • a new user is required as a result of the establishment of a new school/business unit

Back to top

Applying for access

Hand Over Training for Replacement User

Responsibility of: School/business unit

The school/business unit is to ensure hand-over training has been provided to the new user.

Has this taken place? Yes/No

New User: Complete Application Forms

Responsibility of: School/business unit and new user

Complete the following forms to obtain access to PeopleSoft online. They are available from Financial Services – Finance Systems Access Form IS – Admin account, required for UPK under Citrix on a Mac.

The PeopleSoft usernames are matched to those listed in Pheme, the UWA account management system. Access to PeopleSoft will be completed once the user is listed in Pheme.

Previous User: Complete a User Deletion or Access/Amendment Form

Responsibility of: School/business unit

If the previous user has left the University or has moved to another position not requiring PeopleSoft access please complete a Request to Delete PeopleSoft Online Access form.

If the user has moved position within the school/business unit or University, but still requires on-line access please complete the Finance Systems Access Form, advising of the new position and school/business unit if applicable.

Forward Completed Forms to Client Services

Responsibility of: School/business unit and new user

The completed forms must be authorised by the Head of School or equivalent. Once forms have been authorised forward to Client Services MDBP M449.

Applications Verified

Responsibility of: Client Services

Client Services ensure that the following criteria are met:

  • The application conforms with the current PeopleSoft User Policy.
  • The applications have been completed correctly – specifying the role of the new user and schools/business units to which they require access.
  • Liaise with new user and school/business unit as required to ensure forms are completed correctly.

Completed Forms forwarded to Systems Administrator

Responsibility of: Client Services

Client Services forward the completed form to Systems.

Completed Forms processed, Access updated

Responsibility of: Systems Administrator

Systems to ensure the following:

  • Where applicable forward IS Account Application Form to IS for processing – IS will notify user direct when complete.
  • Process Finance Systems Access Form or Request to Delete PeopleSoft Access as required, and return form with completion details to Client Services.
  • Add new email address to FinServ Mail List.
  • In the case of Amendments and Deletions, update User's Finserv Mail List.

New user contacted

Responsibility of: Client Services

Client Services send the notification of their PeopleSoft access via email, and if appropriate direct them to the UPK for training.

Initial Session with New User

Responsibility of: Client Services / new user

Client Services to ensure that the following steps are completed at initial PeopleSoft Session.

  • PeopleSoft on-line notification form with operator id given to new user.
  • New user’s password changed at first log-in.
  • Conduct a brief introductory training session if required.
  • Enrol new user on next appropriate Client Services PeopleSoft training course.

Back to top

Security profiles

Security in PeopleSoft 8 has recently been changed to accommodate the new Procure to Pay structure. Access for the purchasing module is now selected separately to access for the General Ledger (GL).

Please select the appropriate level of access for each module relevant to the user's role.

ETForm is discussed at the end.

General ledger access levels

Researcher reporting
Allows a user reporting access within GL module to those project/grants for which they are set up as the Manager. No Purchasing access is permitted with this option.
Reporting and enquiry
Allows a user to run standard reports and inquiries only. No purchasing access is permitted with this option
Finance officer
Allows a user to process journals, as well as run standard reports and inquiries throughout all modules.
Project / Grant Manager
Allows a user to manage authorised project/grants and class definitions, as well as process journals and run standard reports and inquiries.

Purchasing access level

None
No additional access to purchasing or receipting.
Purchase orders
Allows the user to process purchase orders, but not receipts. This option is only available for faculties that have migrated to P2P (Procure to Pay).
Receipts
Allows the user to process receipts, but not purchase orders. This option is only available for faculties that have migrated to P2P (Procure to Pay).
Both: Purchasing and Receipting
Allows the user to process both purchase orders and receipts. This option is only available for faculties that have NOT yet migrated to P2P (Procure to Pay).

ETForm

ETform is considered a separate access entirely. Generally a limit of two users for each business unit applies and users should have finance officer or project/grant manager roles.

Bulk Invoice Approval and Salary Verification

Access is in addition to one of the general ledger roles above, but restrictions apply. Users must have a minimum of Band Level 6 for bulk invoice approval.

In order to access PeopleSoft Financials, you need:

Deletion of a PeopleSoft account will be done on receipt of the Deletion of PeopleSoft Access form.

Back to top

Forms

These forms should be typed online and printed for signing.



Back to top