Instructions for preparing the
IIS Access Control Request Form

GENERAL PURPOSE

This form is to be used to request access, change access or delete access to one of the following systems:

  • PeopleSoft Finance System
  • PeopleSoft Student Admin System
  • PeopleSoft Human Resource System
  • Facility Focus System

These instructions will be specific to the Finance System. Both page 1 and 2 of the IIS Access Control Request form are available online:
            IIS Access Control Request Form
            Page 2 (for Finance only)
PLEASE NOTE: If a user leaves James Madison, we request the employee (before leaving) or the department in which the employee worked, complete an IIS Access Request Form to request the person be deleted from the system

The following table determines which forms are to be completed by whom.

       Cardholder

  Complete Page 1 Complete Page 2 Comments
1. You would like to delegate authority to reconcile your card to someone else and do not want to review the card information online.   X Make sure that you have expenditure signature authority for the departments.
2. You would like to delegate authority to reconcile your card to someone else and would like to review the card information online. X X Request Reviewer only access to the Card Reconciliation Menu.
3. You want to reconcile your own card, and you are not currently a Finance System user. X X Request Reconciler access to the Card Reconciliation Menu.
4. You need to change the departments linked to your card.   X Make sure that you have expenditure signature authority for the departments.

      Non-Cardholder

  Complete Page 1 Complete Page 2 Comments
1. If you are a Finance System user, and you are not a cardholder, but will reconcile someone else's card. X See #1 for cardholder Request Reconciler access to the Card Reconciliation Menu.
2. If you are not a Finance System user, and you are not a cardholder, but will reconcile someone else's card. X See #1 for cardholder Request Reconciler access to the Card Reconciliation Menu.

Under the Finance system, select the action needed, new access (for all persons requesting access for the first time) change access (for existing users that wish to change their current access), and delete access (remove an existing user). Complete the form as follows:

  • Employee Status
    Indicate employee's classification
  • Office/Organization
    Name of organization of employee
  • Name
    Employee's name
  • Employee's Email ID
    Email address
  • Employee ID#
    Employee's PeopleSoft ID number
  • Title/Position
    Employee's job title
  • Office Phone
    Employee's phone extension
  • Office Location
    Employee's location on campus
  • Replacing another user? Who?
    Provide the name of the user being replaced if the answer is yes.
  • MSC
    Employee's mail stop code

The next section deals with specific job duties. Specify the duties regarding the finance system. This is needed to determine what access will be granted.    EXAMPLE: "Reconcile departmental budget/expenses" or "Reconcile charge card"

The next section deals with department ID numbers. Specify the department ID number for which you need access.

Signatures:

  1. Supervisor/Manager:    This should be your immediate supervisor (or higher). However, if you are requesting access to an DeptID this supervisor does not have expenditure signature authority, approval from an authorized person should be obtained.


  2. Employee:    Signature of employee requesting access

Page 2

      available online
  • Cardholder's Name
    Name of the charge card holder
  • Last 4 digits of SPCC
    Enter the last 4 digits of your card number.
  • Do you want to reconcile your own card?
    Indicate if you want to reconcile your card by checking the YES or NO box.
    NOTE: If your answer is YES, please complete page 1 also.
  • Department ID Numbers that purchases can be charged on your Small Purchase Charge Card
    List department ID numbers you would like the ability to charge when reconciling the card in the Finance System.
  • Personnel authorized to Reconcile your Small Purchase Charge Card
    List finance system users you wish to grant the ability to reconcile your card.
  • Personnel authorized to Review Small Purchase Charge Card
    List finance system users you wish to grant the ability to review charges on your card.
  • Do you have access to eVA?
    Check YES or NO pertain to your access to the Purchasing system - eVA.
  • What is your eVA logon
    Provide your eVA logon ID.
  • Cardholder's Signature
    The cardholder must sign here.
  • Signature Authority for Dept ID's (if not the cardholder)
    If the cardholder does not have expenditure signature authority for the departments listed, someone that does have signature authority must sign here.
View a sample of a properly prepared form.

After completing the form and obtaining the proper signatures, please send it to Kathy Seal, Massanutten Hall, 3nd Floor, MSC 5705