Overview: Authority to Originate Financial Transactions
This type of authority defines the financial transactions that an individual is authorized to initiate using Stanford financial systems. In some cases, authority and access it granted to all Stanford employees with a SUNet ID. In other cases, authority is granted to specific individuals by a central administrative business unit (e.g., University Budget Office, Financial Management Services) or authorized school / department resources using Authority Manager. Authority Manager uses privileges to define a specific task or set of tasks that can be granted to an employee. In many cases, prerequisites must be satisfied before access is enabled (e.g., financial confidentiality acknowledgement, training).
Utilize the information in the table below to learn the purpose of each of these financial transaction systems, how privileges are granted, and specific requirements prior to receiving access.
| Financial System | Financial Task(s) | How privilege is granted in Authority Manager | How and when system access is enabled |
|---|---|---|---|
| Oracle Commitment Management System (CMS) | Forecast and manage available funds by tracking actual expenditures, accounting for anticipated expenditures and running "what if" scenarios | Privileges are granted by authorized school / department resources using Authority Manager | After successful completion of required training: • FIN-0180: Introduction to CMS |
| Oracle iBudget | Create modifications to Expense Control (i.e., budget) information | Granted by the University Budget Office to assigned Budget Officers | Upon completion of all required training provided by the University Budget Office |
| Oracle iJournals (Public Responsibility) |
Initiate expense / income journals or journal transfers | Authority is automatically granted to all employees with a valid SUNet ID | Within days of receiving a SUNet ID, new employees will receive access to iJournal Public |
| Oracle iJournals (Specialist Responsibility) |
Initiate expense / income journals or journal transfers with special object codes, including feeder journals | Granted by Financial Systems and Reporting Operations | Upon completion of an approved iJournal Responsibility Request form |
| Oracle Internet Procurement | Initiate purchases of goods and services using catalog or non-catalog purchase requisitions | Authority is automatically granted to all employees with a valid SUNet ID | Within days of receiving a SUNet ID, new employees will receive access to Internet Procurement |
| Oracle Expense Requests | Initiate and manage expense reports / reimbursement requests, advances and non-PO payments | Privileges are granted by authorized school / department resources using Authority Manager | After successful completion of FIN-0500: Introduction to the Expense Requests System training |
| Oracle Expense Requests – Travel Card transactions | Validate Stanford Travel Card transactions and account for them in expense reports | Granted by Travel Card Administration to assigned Travel Card Validators | After successful completion of required training: • FIN-0500: Introduction to the Expense Requests System |
| Oracle Expense Requests – Petty Cash | Reconcile Petty Cash accounts and initiate Petty Cash replenishments | Granted by Petty Cash Administration to assigned Petty Cash Custodians | After successful completion of required training: • FIN-0500: Introduction to the Expense Requests System |
| Oracle Gift Transmittals | Enter, approve and track gifts made to the University | Privileges are granted by authorized school / department resources using Authority Manager: • Gift User |
After successful completion of required training: • FIN-0190: Initiating Gift Transmittals ~ OR ~ |
| Oracle Labor Distribution | Initiate salary transfers | Privileges are granted by authorized school / department resources using Authority Manager | After successful completion of: • FIN-0520: Labor Distribution Adjustments training ~ AND ~ • Signing of Stanford's Financial Confidentiality Agreement in STARS (FIN-PROG-0010) |
| Oracle Labor Schedules | Allocate employee labor costs | Privileges are granted by authorized school / department resources using Authority Manager | After successful completion of: • FIN-0510: Labor Schedules training ~ AND ~ • Signing of Stanford's Financial Confidentiality Agreement in STARS (FIN-PROG-0010) |
| Oracle PCard | Verify and account for Stanford purchasing card transactions | Privileges are granted by authorized school / department resources using Authority Manager | After successful completion of FIN-0450: PCard Policy and Procedure training and online test |
| Oracle PTA Manager | Request, approve and track non-sponsored and miscellaneous accounts receivable accounts (PTAs) | Privileges are granted by authorized school / department resources using Authority Manager | After successful completion of: • FIN-0200: Introduction to Stanford PTA Attributes |
| Oracle PTA Manager – PTA Maintenance | Update PTA attributes for existing non-sponsored and miscellaneous accounts receivable accounts (PTAs) | Privileges are granted by authorized school / department resources using Authority Manager | After successful completion of: • FIN-0200: Introduction to Stanford PTA Attributes |
| PeopleSoft Graduate Financial System (GFS) | Manage / award financial aid to graduate students and postdoctoral scholars | Privileges are granted by School-specific grantors | After completing required training modules and completion certificates. |
| Sunflower Assets | Manage department assets | Granted by the Property Management Office |
Oracle Financial systems are typically used by Stanford regular employees. On occasion, departments may need to request access for others required to perform work at Stanford. In such cases, the process used to authorize access to systems is different. For instructions, reference Resources: Requesting Oracle Access for Non-Employee Students, Hospital Employees, and Temporary Employees.
