Securing our financial data is a critical responsibility shared by all who have access. How we distribute and use this information—who can view it, who can process transactions, and who can approve changes—requires the awareness and integrity of those requesting and approving access to our financial systems. It is important that access is granted consistent with the responsibilities of one’s position to safeguard the University’s financial information.
Function: What can you do?
Functions answer the question: “What can I do?” Functions are logical groupings of business and systems tasks that are assigned to individuals. An individual can be assigned one or more functions. All users will be assigned three functions by default: shopper, approver, and traveler. Additional functions can be assigned as needed by completing the Online Financial Access Request Form within Prime.
Complete Function List
System Access: Where can you do it?
Overview and Responsibilities
Access to a financial system can be granted or modified at any time. To request access to a system or to change your access profile, use the access request form for the system, as outlined below.
Access to the University’s sensitive financial data carries with it important responsibility. Managers who approve financial systems access requests must have authority over the chartstrings for which access is requested. Information on the systems, whether online or in printed report form, should only be shared when appropriate.
Important Note: If your financial role changes or if you move to another department, or if you manage someone whose role changes, you must change the access profile immediately.
Request Access to Prime Financials
Prime Financials is Princeton's version of PeopleSoft Financials 9.2. Prime Financials is the backbone of our financial system, and includes the tools for processing journals, requisitions, and payments, among other things. It is also the source for Princeton's General Ledger, which is used to generate the University's financial statements.
To request or modify your access to Prime Financials:
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Complete all sections of the Prime Financials Access Request Form.
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Have it signed by the departmental approver.
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Scan and email or fax the form to the Financial Service Center, 7 New South, 609-258-1982.
Access assignment is normally completed within one business day from receipt of the request.
Important Note: If your financial role changes or if you move to another department, or if someone you manage changes roles, the access profile must be changed immediately. Access is removed when you retire or leave the University; access may also be suspended for individuals on leave. Complete a Prime Financials Access Request with the updated information and submit to the Financial Service Center.
Request Access to Labor Accounting
On the Labor Accounting Access Request Form, you will see the matrix of elements that can be chosen in order to grant very specific access and authority. All Labor Accounting (LA) users have access to LA reports in the Information Warehouse. Some users may also be granted additional access, including the ability to enter data, and the authority to review and approve salary distribution.
To request or modify your access to the Labor Accounting system and / or related Information Warehouse reports:
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Complete a Labor Accounting Access Request Form.
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Have it signed by your department chair or head.
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Scan and email or fax the form to the Financial Service Center, 7 New South, 609-258-1982.
The approval process normally takes 24 hours from receipt of the request.
Important Note: If your financial role changes or if you move to another department, or if you manage someone whose role changes, the access profile must be changed immediately. Access is removed when you retire or leave the University.
Approval and Workflow: Who approves it?
ChartField Access: What can you see?
Three ChartFields—department, program, and project—manage what users can see in the Information Warehouse.
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Department: For the specified five-digit department, the user can see the account, fund, program, and project income and expenses.
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Program: For explicitly secured Programs, the specified owners can view all financial information for the program. For example, for a faculty program, only those explicitly assigned to the program will be able to view the information.
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Project: For each sponsored project, the PI and the department contacts (financial manager and NOA recipient) on the primary project can view all projects under an award.
