Granting Financial AuthorityGranting Financial Authority

Description

The Granting Financial Authority application is used to maintain delegate financial responsibility for an Activity or Project. It also captures and maintains all the signatures for authorized individuals. It will be used by central administration to verify that financial transactions are authorized by the correct individuals.

The term “Account” will be used for Activities or Projects for the rest of this help page.

Roles:

The following Roles can be assigned in the Granting Financial Authority application:

  • All Financial Transactions – This includes but is not limited to:
    • Campus Orders.
    • Payment Requests.
    • Travel Reimbursements.
  • UShop Approvals Only.
  • EOR Web Management Report Approval
    • Individuals with this role cannot approve financial transactions.

Navigation to Granting Financial Authority

  • Log in to CIS
  • Financial & Business Services pagelet
  • PROCESSING
  • Grant Financial Authority

Definitions

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GFA FAQ

FBS Training

We have produced another GFA video; this one that demonstrates how Account Executives can approve “Designate Alternate(s)” requests.
Our three GFA videos are:

Other Resources

Payment TipsTo use the new Granting Financial Authority Click here. It is also available in the Processing section of the FBS pagelet in CIS:

Granting Financial Authority (GFA)

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Capture Signature

An image of your signature must be captured, to be compared against financial documents. Signatures can be captured using touch screens on laptops or mobile devices, or for those skilled with a mouse, even on a computer. The signature needs to be inside the provided box. To capture signature:

  • Click on the Capture Signature menu item.
  • Sign in the box (a stylus is best, but not necessary)
  • Click Continue
  • Input initials in the Initials box
  • Click continue
  • View signature and initials. If acceptable, click Capture Signature button, if not click Go Back. You can practice until you are satisfied with the signature.
  • An email will be sent verifying that you are the one who captured the signature

Once the signature has been captured, it can be changed by clicking on the “Capture Signature” link. Click on this link to see how to capture a signature.


Designate Alternates

Designate Alternate(s) in the menu bar allows you to add/change a person on multiple Accounts, or add/change multiple people on a Single Account. The Account Executive will approve these requests as to who can authorize financial transactions for an Account.

One Account to Many AlternatesOne Account to Many Alternates

One or more employees may be assigned to a specific Org/Activity/Project using this option.

  • Search by Org/Activity/Project
    • BU
      • 01
      • 02
      • 04
    • Org
    • Activity
    • Project

Results

The search results will display in a table with the following columns:

  • Select All/Deselect All (sortable)
  • Delete
  • Account Executive (sortable)
  • Type (sortable) – If you want all “Types”to be the same, select the type in the Header row and select “Fill Down”
    • All Financial Transactions
    • UShop Approvals Only
    • EOR Review
  • Date From – If you want all “Dates” to be the same, input the date in the Header row and select “Fill Down”
  • Date To – If you wish to revoke the authority of a person, it is done by putting an end date of the last day you wish the person to have authority. If you want all “Dates” to be the same, input the date in the Header row and select “Fill Down”
  • Status

One Alternate to Many AccountsOne Alternate to Many Accounts

If a person needs to be added/changed on multiple Account(s), this can be accomplished using the One Alternate to Many Accounts menu item. This opens up with a criteria page to search for the person and the Account(s) to be added/changed:

  • Add this person
    • Account Alternate Name/EmplID – Start typing the last name – OR – Employee ID (The ID must begin with a 0, not a u). As you type, the application will start displaying possible choices. Select the desired employee.

After choosing the employee, then search by Org/Activity/Project – OR – Account Executive or Alternate (separate tab)

  • Search by Org/Activity/Project
    • BU
      • 01
      • 02
      • 04
    • Org
    • Activity
    • Project
  • Search by Account Executive or Alternate
    • Account Executive
    • Other Account Alternate

Search Results

The search results will display in a table with the following columns:

  • Select All/Deselect All (sortable)
  • OrgID (sortable)
  • Funding Source (sortable)
  • Description (sortable)
  • Account Executive (sortable)
  • Fund (sortable)
  • Type (sortable) – If you want all “Types”to be the same, select the type in the Header row and select “Fill Down”
    • All Financial Transactions
    • UShop Approvals Only
  • Date From – If you want all “Dates” to be the same, input the date in the Header row and select “Fill Down”
  • Date To – If you wish to revoke the authority of a person, it is done by putting an end date of the last day you wish the person to have authority. If you want all “Dates” to be the same, input the date in the Header row and select “Fill Down”

Select rows to change, input type and date range and click “Submit”

Account Executive ApprovalsAccount Executive Approvals

Account Executives approve requests in this section. Requests are displayed in a table with several columns. Select Approve or Deny in the drop-down for each line. An informational popup displays upon navigation to this screen, that the user must close. If you do not see this popup, and your screen seems “frozen”, try hitting enter or escape to continue.

  • Approval (if red x appears, hover over it to see message)
    • No Action
    • Approve
    • Deny
  • Account Alternate Name/EmplID
  • Funding Source
  • Description
  • Account Executive
  • Fund
  • Date From
  • Date To

Verify Authority

Verify Authority is used to view/verify who can spend on a specific Account.

  • Search by Org/Activity/Project
    • BU
      • 01
      • 02
      • 04
    • Org
    • Activity
    • Project
  • Date From
  • Date To

Results include:

  • Account Alternate Name/EmplID
  • Type
  • Date From
  • Date To
  • Status

All individuals who have been granted authority (or pending requests) will be displayed. This includes hierarchy up to the President. After viewing the results from Verify Authority, changes can be made in Designate Alternate(s)

Updating Expiring Alternates

The term of an Alternate will expire based on the Date To that was originally submitted. To extend the authority of an Alternate to sign Financial Documents for an Activity or Project, a new row will need to be submitted into the application. Once the new row is submitted and approved, the old row will no longer be valid. For historical and audit purposes, the row is stored in the database.
The process of adding a new row is still the same as when the first original row was added. This video shows how to add a person into the application. Here are the different ways to update an Alternate:

One Account to Many Alternates

Access the application the same as when adding a new Alternate. All the Alternates assigned to the application will be displayed with the End Date information. To update the expiring Alternates, click the plus sign and put in the new information (similar to when the Alternate was added the first time).

One Alternate to Many Accounts

Access the application the same as when adding a new Alternate to many Accounts. After entering in the Alternate ID and the search criteria, the Alternates’ information will be displayed. The only difference is that the current row will be displayed with a blank row after, which is used to add the new information. Enter the new information in the applicable blank rows and click submit.

Alternate desiring to update access across multiple Orgs and AE’s

Access the One Alternate to Many Accounts section of the application. Input the Alternate Name/EmplID in the search box. Instead of using the search criteria below, click the Update button. This will display all the Activities and Projects for which the Alternate has authority to sign. Each row will have a blank row below it, which is used to add the new information. Enter the new information in the applicable blank rows and click submit.

Approval Needed

If the Account Executive submits the changes, the changes are automatically approved. If submitted by someone else, the Account Executive will need to approve the request. See approvals.

How to Terminate an Alternate

For changes that require the Alternate no longer have the authority to sign (transfers, termination etc), the application will need to be updated. To keep an audit history, rows are not deleted from the application. To terminate the authority, enter a new row using the steps above, using the last date they had authority to sign on the Activity/Project as the Date To. Use the same date from the existing row for the Date From. This will ensure that documents they signed prior to the change will still process.

How Do I add one or more Alternates to a Project or Activity?

Select the One Account to Many Alternates “One Account to Many Alternates”option from the “Desiginate Alternate(s)” Menu.

Input the One Account to Many Alternates the desired Activity in the appropriate criteria box. This is a smart search and will auto-fill as you type. When the desired Activity or Project appears select it and click on the “Search” button.

Click on the One Account to Many Alternates “Add” button to add Alternates to the Activity or Project.

1. Check the box in the One Account to Many Alternates first column for each Alternate being added.
2. Add the name of the Alternate in the “Account Alternate Name/EmplID” column.
3. Select Type of Financial Transaction using Drop Down Box
4. Input dates in Date From and Date 2 sections.
5. Click on the Submit button.

Click on the Confirm “Confirm” button on the pop-up window. If the pop-up window does not appear, press the “Enter” key on your keyboard. This request is now complete and will need to be approved by the Account Executive.

How Do I add an Alternates to one or more Projects or Activities?

Select the One Alternate to Many Accounts “One Alternate to Many Accounts”option from the “Desiginate Alternate(s)” Menu.

1.Input the name and/or employee ID One Alternate to Many Accounts in the “Account Alternate Name/EmplID” field. 2. Do not click the “Update” button.
3. Input the name of number of the Org/Activity or Project and select from the list that appears
4. Click the Search button

1.Select the Activities or Projects One Alternate to Many Accounts to add the Alternate by checking the box in the first column.
2. Input dates in Date From and Date to sections.
3. The fill down buttons can be used if there are many rows to add.
4. If a red x appears before the name, the signature needs top be captured.
5. Click on the Submit button.

Click on the Confirm “Confirm” button on the pop-up window. If the pop-up window does not appear, press the “Enter” key on your keyboard. This request is now complete and will need to be approved by the Account Executive.

How does an Account Executive approve Alternates?

Select the Account Executive Approvals “Account Executive Approvals”option from the “Desiginate Alternate(s)” Menu.

A list will be AE Approval listdisplayed with all the Activities and/or Projects and the pending Alternates. This list will be covered by an instruction page. Please click the “Close” button. If the pop-up window does not appear, press the “Enter” key on your keyboard.

A list will be displayed .AE Approval listwith all the Activities and/or Projects and the pending Alternates. This application is wanting you to approve/deny each request. A date range that each Alternate would have the authority to sign on your behalf is displayed

If you agree with all the pending Alternates”, AE Approval Allyou can select “Approve All” in the drop down list at the top. Or if you disagree with all the pending Alternates”, you can select “Deny All” in the drop down list at the top.

If you agree with some AE Approval All
and not other pending Alternates”, you can select “Approve” or “Deny” on each line.

After making all your selections, AE Approval All
click the “Submit” button at the bottom of the screen.

1. After clicking “Submit”, a small box will AE Approval Allappear with all your selections.
2. You may need to scroll down to see them all.
3. Please select “Confirm”.  If you do not see the “Confirm” button on the screen, press the “Enter” key on your keyboard.
4. This completes the process of Approving and/or denying Alternate requests in the GFA system.

How do I update an Alternates access to a Project or Activity?

Select the One Alternate to Many Accounts “One Alternate to Many Accounts”option from the “Desiginate Alternate(s)” Menu.

1.Input the name and/or employee ID One Alternate to Many Accounts in the “Account Alternate Name/EmplID” field.
2. Click “Update” button.

1.A list will appear One Alternate to Many Accounts displaying the current access for the Alternate.
2. Each Activity or Project will display two rows.
3. The first row is the current access that the Alternate has
4. The second row is to be used to update the access.
5. Select the Activities or Projects to be updated by checking a box in the first column
6. Input dates in Date From and Date to sections.
7. The fill down buttons can be used if there are many rows to add.
8. Click on the Submit button.

Click on the Confirm “Confirm” button on the pop-up window. If the pop-up window does not appear, press the “Enter” key on your keyboard. This request is now complete and will need to be approved by the Account Executive.