DALsDepartment Authorization Lists

Presented By: Cathy Radzai, Director, CAH

October 1, 2011

Information from UCF Finance & Accounting

The Department Authorization List (DAL) system is located online within UCF Financials. This listing is the official record of university employees who have authorized to perform specific function by department or project.

DAL/Security Access Code Table

DDC – Dean, Director, Chair – only can be assigned to one employee per dept./project. Oversees the work of a dept./project.

RFO – Individual holds responsibility for the financial activity of an financial security access for a particular department or project.

DLP – DAL Processor – individual has access to make changes to the DAL. After the DLP makes the change, the DDC or RFO must approve the changes in the system.

DAL/Security Access Code Table (cont.)

AXA – Auxiliary Purchases (Approve) – Authorizes individual to approve purchases on campus (for ex. Computer Store).

CSA- Cashiers Check Approve- Authorizes to receive or approve the receipt of checks or travel advances from F&A

PCT – Individual appointed by the Department's RFO to assist in tracking and maintaining the department's inventory of decaled furniture and equipment.

DAL/Security Access Code Table (cont.)

PRA – Individual authorized to approve requisitions in UCF Financials.

PRC – Individual authorized to create requisitions in UCF Financials.

PCA – Purchasing Card Approver – Individual authorized to approve PCard transaction in UCF Financials.

FSI – Financials System Inquiry – Allows employee access to view pages and run queries in UCF Financial System.

DAL/Security Access Code Table (cont.)

JEC – Journal Entry Create/Upload – Authorizes an employee to create, upload, and budget check journals in UCF Financials.

PTU – Purchase Cardholder Transaction Update – Authorizes the pcard holder to input additional information on their charge.

Example:Add DescriptionSplit transactionTie transaction to existing PO (primarily used for travel)Change status from staged to verified/Alerts Pcard Approver

The DAL process requires ALL employees whose work involves financial transactions complete an Ethics Certification form. This form can be downloaded from http://.fa.cf.edu/Forms/others/41-566b.pdf.

Fax the completed Ethics Certification form (only one time for each employee) to the UCF Financials Service Desk at 407-882-1211.

View Employee Authorization

View Dept/Proj Authorization

Completing the Employee Information Section

This sections contains the following:Employee DetailsPCA DetailsEmployee Training

The information to update for Employee Details & PCA Details for the access to UCF Financials has to be inputted by the DLP, DDC, or RFO. (When the DLP make the changes the DDC or RFO has to approve the changes for the update to go through.)

Employee Details tab should be updated and verified that it accurately matched the employee’s security role and job description.

Completing the Employee Information Section (cont.)

The PCA Detail tabs is where the authorized DLP, DDC, or RFO would add/inactive the Employee ID information of who the employee assigned as a PCA – Purchasing Card (Approve) department authorization code is responsible for reviewing and then approving or denying the Pcard transactions of those employees.

Viewing the Employee Training Tab speeds up the DAL approval process as you can view the employees training and security verifications have been met.

Completing the Employee Information Section (cont.)

The PCA Detail tabs is where the authorized DLP, DDC, or RFO would add/inactive the Employee ID information of who the employee assigned as a PCA – Purchasing Card (Approve) department authorization code is responsible for reviewing and then approving or denying the Pcard transactions of those employees.

Viewing the Employee Training Tab speeds up the DAL approval process as you can view the employees training and security verifications have been met.

Updating the DAL by Employee• Viewing an Employee’s Authorization Status and History

– How to

• Adding a New SpeedType (Department or Project) to Employee– To add a new department or project number to an employee’s DAL

authoriztion

• Changing an Employee Authorization– How to make changes to an employee’s authorization status for a SpeedType

• Using Bulk Copy by Employee– To copy all the SpeedTypes and associated department or project

authorizations for an employee and assign them to another employee; for example retires or resigns.

Updating the DAL by SpeedType (Dept. or Project)

• Viewing an Employee’s Authorization History/Status by Dept/Project– How to

• Adding a Employees to a SpeedType – When you add an employee to department or project, you select the

appropriate DAL authorization code in relation to job responsibilities.

• Activating/Inactivating Authorization– Use the DAL by Department page to activate or inactivate an authorization for

an employee

• Using Bulk Copy by Department or Project (SpeedType)– This can be used to copy all the employee authorizations for a SpeedType and

assign them to another SpeedType. This feature eliminates the need to click through each separate DAL request.

Using the Bulk Approval FeatureDDCs and RFOs can use the Bulk Approval feature of the DAL to take action on pending requests created by the DLP.

This feature allows requests pertaining to the same EmplID for the same authorizations to be approved in bulk. Requests can also be individually selected for approval. Bulk Approvals by employee and by department or project are all performed using the same page.

Processing the Annual EmployeeVerfication

This process is conducted annually. This function allow the Responsible Fiscal Officer (RFO) to verify and update a list of employee authorizations for a particular department or project if there have been no changes in personnel, and also inactivate employees whose authorizations have changed or whoa re no long employed in the RFO’s particular area.

Really the only thing that should be taking place on the annual basis is to verify all is correct as termination or changes within the financials responsibilities should be updated immediately once a change or update needs to take place. (my own verbiage that you can remove or udpate)

Any Questions???