RC02 FY21 Policies & Guidelines by University of Pittsburgh

RC02 SVC Engagement FY2021 Policies

Office of Engagement 4200 Fifth Avenue 132 Cathedral of Learning Pittsburgh, PA 15260 412-xxx-xxxx email@pitt.edu pitt.edu

FY21 Alcohol Purchasing Policy

Page 2

FY21 Flower Purchasing Policy

Page 3

FY21 Gift Purchasing Policy

Page 6

FY21 Information Technology (IT) Guideline

Page 8

FY21 Staff & Student Celebration Policy

Page 11

FY21 System Access Requests Policy

Page 12

Page 1

DocuSign Envelope ID: 1693B493-1430-4364-A6C9-02CF0748884D

Memorandum To:

Office of Engagement 4200 Fifth Avenue 132 Cathedral of Learning Pittsburgh, PA 15260 412-xxx-xxxx email@pitt.edu pitt.edu

RC02 SVC Engagement Office of Academic Ceremonies and University Events (ACUE)

From: John A. Lea Assistant Vice Chancellor Budget and Finance Date:

July 1, 2020

RE:

RC Level Policy (Not University Wide Distribution) Alcohol Purchasing Policy Fiscal Year 2020-2021

Alcohol Purchasing Guidelines: The Office of the Chancellor and SVC Engagement hosts many events throughout the fiscal year and alcohol on occasion is purchased.  Chancellor Weekend Events  Outreach Events  Black History Month Celebration  Board of Trustees Dinner  University Residence Events  Athletic Sporting Events; Heinz Field Suite 353  University Community Member, Community Constituent or Global Dignitary Procedure for Departmental Alcohol Purchase:  Approved purchases will be coordinated by the Office of Academic Ceremonies and University Events 

Department designee will provide documentation that will include reason for purchase

Financial Guideline Allowability of Costs:  Use subcode 6376 Other Unallowable Travel and Business

cc: Internal Audit Payment Processing

Page 2

DocuSign Envelope ID: C1511503-A762-494F-9152-8B4B41F6AE99

Memorandum To:

Office of Engagement 4200 Fifth Avenue 132 Cathedral of Learning Pittsburgh, PA 15260 412-xxx-xxxx email@pitt.edu pitt.edu

RC02 SVC Engagement

From: Kathy Humphrey, Ph.D. Senior Vice Chancellor for Engagement and Secretary of the Board of Trustees Date:

July 1, 2020

RE:

RC Level Policy (Not University Wide Distribution) Flower Purchasing Policy Fiscal Year 2020-2021

Flower Purchasing: Senior Administrators may use their discretion to purchase flowers for: • Birth or adoption of a child by an SVC for Engagement staff member • Hospitalization of an SVC for Engagement staff member • Death of an SVC for Engagement staff member or their immediate family member (Please see Addendum A) • Death of a currently enrolled University of Pittsburgh Student • University community member, community constituent or global dignitary

Procedure for Departmental Flower Purchases:    

Approved purchases will be made by department designee Department Designee will provide documentation on invoice that will include reason of purchase Hepatica Florist Is preferred vendor of choice. University account has been established to be invoiced monthly Approved purchases for University Residence, Board of Trustees Dinner, Outreach Events, etc. will be coordinated by the Office of Academic Ceremonies and University Events (ACUE)

Purchasing Limit:  

Not to exceed $125 per flower purchase Approval must be obtained in advance to purchase flowers in excess of $125

Financial Guideline Allowability of Costs: 

Use subcode 6070 Unallowable Supplies Flower purchase charged to subcode 6070 will afford a consistent audit review

Page 3

DocuSign Envelope ID: C1511503-A762-494F-9152-8B4B41F6AE99

Procedure for Purchasing Flowers for Recognized Special Events: ď&#x201A;ˇ

All requests for flower purchased must be approved by the respective Senior Administrator Questions related to the Flower Purchasing Policy should be directed to the Assistant Vice Chancellor Budget and Finance. cc: Internal Audit Payment Processing

Page 4

Addendum A Family Members: • Spouse • Registered domestic partner (see Policy 07-06-08) • Child • Stepchild • Parent • Stepparent • Brother • Sister • Grandchild • Mother-in-law • Father-in-law • Parent of registered domestic partner

DocuSign Envelope ID: 34313DAB-E632-49B9-9A4B-91ED7D6E8AB4

Memorandum To:

RC02 SVC Engagement

Office of Engagement 4200 Fifth Avenue 132 Cathedral of Learning Pittsburgh, PA 15260 412-xxx-xxxx email@pitt.edu pitt.edu

From: Kathy Humphrey, Ph.D. Senior Vice Chancellor for Engagement and Secretary of the Board of Trustees Date:

July 1, 2020

RE:

RC Level Policy (Not University Wide Distribution) Gift Purchasing Policy Fiscal Year 2020-2021

Gift Purchasing: Senior Administrators may use their discretion to purchase gifts for: 

University Community member, community constituent or global dignitary

Purpose of Purchasing Gifts:   

  

Recognition for Administrators/Staff years of service, retirement celebration, holiday celebration Acknowledge visiting delegates Acknowledge local, state, and federal officials (keep in mind that for federal officials there are different gift rules for the Senate, the House, and the Executive Branch, and that limitations exist on the permissible value of one-time gifts and the permissible cumulative value of gifts to one official in one calendar year) Appreciation for donors both prospective and current Appreciation for Trustees and/or family members Celebrate student workers graduation

Procedure for Departmental Gift Purchases:    

Approved purchases will be made by department designee University Store on Fifth is the preferred vendor of choice Dependent upon if items are not available at the University Store on Fifth, additional vendor(s) will be utilized Department Designee will provide documentation on invoice that will include reason of purchase

Purchasing Limit: 



Not to exceed $100 per gift Approval must be obtained in advance to purchase a gift in excess of $100 Page 6

DocuSign Envelope ID: 34313DAB-E632-49B9-9A4B-91ED7D6E8AB4

Financial Guideline Allowability of Costs:   

When purchasing from a Pitt Book Center, use subcode 6097 Interdepartmental Unallowable Supplies - Book Center Only When purchasing from a non-Pitt Book Center, use subcode 6070 Unallowable Supplies. Gift purchases charged to subcodes 6070 or 6097 will afford a consistent audit review.

Questions related to the Gift Purchasing Policy should be directed to the Assistant Vice Chancellor Budget and Finance. cc: Internal Audit

Page 7

DocuSign Envelope ID: 2C85CF14-31FF-4073-B9F6-EC537AC4E70B

Memorandum To:

RC02 SVC Engagement

Office of Engagement 4200 Fifth Avenue 132 Cathedral of Learning Pittsburgh, PA 15260 412-xxx-xxxx email@pitt.edu pitt.edu

From: John A. Lea Assistant Vice Chancellor, Budget & Finance Date:

July 1, 2020

Re:

RC Level Policy (Not University Wide Distribution) Information Technology (IT) Guideline Fiscal Year 2020-2021

Purpose The information technology environment should empower students, faculty and staff as they conduct teaching, learning, research, scholarly activities, and effective operation of the University. Procedures for Staff IT Use The following list of University procedures apply to staff when using computing and data network resources:     

 

My Pitt (my.pitt.edu) Personal Use of University Resources Computer Access and Use Security: Access to Staff’s Account and Emails IT Purchasing (PantherExpress) o Computer Supplies and Equipment o Cellular Telephone o Inventory o Software Securing Confidential Personal Data Computer Replacement Plan

My Pitt (my.pitt.edu) My Pitt is your personal guide to the Pitt experience. Based on your role, it’s a central location for accessing University of Pittsburgh resources, such as the Student Information System (PeopleSoft), PeopleSoft mobile for mobile device access, Pitt Email (Outlook), Software Download Services, Canvas, PRISM and large variety of other enterprise systems. It’s a one-stop source for access to online services and resources.

Personal Use of University Resources Refer to University of Pittsburgh 05-08-01 Policy Page 8

DocuSign Envelope ID: 2C85CF14-31FF-4073-B9F6-EC537AC4E70B

Computer Access and Use Refer to University of Pittsburgh 10-02-05 Policy I Security: Access to Staff’s Account and Emails As instructed by Pitt IT: 

Supervisors are not permitted to request a staff member University Computer Account (my.pitt.edu) password.



Staff are not permitted to share passwords with anyone, including spouses or friends.



Should a supervisor have a need to access a staff member’s email account:



Staff member should be notified of this request. If the staff member can honor the request, then they should be given that opportunity.



If staff member authorizes the request, preferably in writing, the supervisor should notify your respective IT Consultant for access.



Should a supervisor have a need to access a staff member’s file without the knowledge of the staff member:



Supervisor must obtain approval to proceed from their respective Department Head and notify the respective Responsibility Center (RC).



If approved, you must obtain approval of University Counsel to proceed.



When staff have terminated for performance reasons, the supervisor should contact their respective IT Consultant or call the help desk immediately.

IT Purchasing (PantherExpress/Computer Supplies and Equipment) Procedure and Responsibilities:  IT Team assesses, and triages SVC Engagement staff (132CL, 159CL and 106 Webster Hall) needs and submits quote to Assistant Vice Chancellor Budget and Finance  Assistant Vice Chancellor Budget and Finance approves quotes for staff (132CL, 159CL and 106 Webster Hall) and forwards to primary purchaser, Staff Accountant, for processing in PantherExpress  Staff Accountant submits order to Assistant Vice Chancellor Budget and Finance for PantherExpress approval  Staff Accountant informs IT Team when items arrive  IT Team updates Computer Replacement Plan IT Purchasing (Cellular Telephone) Procedure and Responsibilities:  IT Team assesses, and triages SVC Engagement staff (132CL, 159CL and 106 Webster Hall) needs and submits quote to Assistant Vice Chancellor Budget and Finance  Assistant Vice Chancellor Budget and Finance approves quotes for staff (132CL, 159CL and 106 Webster Hall) and forwards to primary purchaser, Staff Accountant, for processing with Telecommunications  No further approval process is required  IT Team updates Computer Replacement Plan Page 9

DocuSign Envelope ID: 2C85CF14-31FF-4073-B9F6-EC537AC4E70B

IT Purchasing (Inventory) Procedure and Responsibilities:  IT Team will complete an inventory of all computers, cellular telephones and printers  IT Team is responsible for all offboarding staff to obtain their computer(s), cellular telephone(s) and printer(s)  IT Team informs Staff Accountant for those out-going items to be inventoried in the locked office within room 116 Webster Hall  Budget and Finance Manager is responsible for performing semi-annual audits of the Inventory room with a memorandum stating inventory items  Budget and Finance Manager is responsible for obtaining IT Team signature when inventory items leave inventory room IT Purchasing (Software) Software plays an integral role in fulfilling University of Pittsburgh’s mission of education and higher learning. Pitt IT provides a wide variety of software titles to students, faculty and staff through the University’s agreements with software vendors. There are several ways you can obtain software via the Software Distribution Services. IT Team will ensure that illegal or unlicensed software will not be installed on a University staff computer. If non-enterprise software is requested the IT Team will assess and triage the request. IT Team informs the Assistant Vice Chancellor Budget and Finance and then is vetted by Pitt IT Security. Securing Confidential Personal Data Due to the nature of the work, staff members in the Office of SVC Engagement may have access to personally identifiable information for a variety of University of Pittsburgh stakeholders. This information includes, but is not limited to, social security numbers, passwords, credit card information, passport information, date of birth, addresses, etc. The Office of SVC Engagement is committed to protecting such information. This outlines the procedure for protecting and verifying the protection of personally identifiable information in electronic form. Whenever possible sensitive information is saved on automated systems requiring a password that changes frequently, e.g. PeopleSoft. These systems are typically behind the Pitt Portal, which includes the enhanced security of multi-factor authentication. Personally identifiable data should not be saved on local machines. In the rare case that the information must be saved locally, encryption software will be used to ensure that information is secure. Computer Replacement Plan Annually, each Spring the Budget and Finance Manager will meet with the IT Team to assess the age of computers, cellular phones and printers. Decisions for the upcoming fiscal year will be made for purchases to occur in the Fall and Spring terms.

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DocuSign Envelope ID: AF35A4A5-FCAD-4F20-86F5-08B2176BCC76

Memorandum To:

RC02 SVC Engagement

Office of Engagement 4200 Fifth Avenue 132 Cathedral of Learning Pittsburgh, PA 15260 412-xxx-xxxx email@pitt.edu pitt.edu

From: John A. Lea Assistant Vice Chancellor Budget and Finance Date:

July 1, 2020

RE:

RC Level Policy (Not University Wide Distribution) Staff and Student Celebrations Fiscal Year 2020-2021

Staff Celebration: Senior administrators may use their discretion to celebrate:  

Senior Engagement Team (SET) staff Senior Staff members

Staff Celebrations are limited by:    

Rental of space is prohibited using University funds Purchase of gifts (see Gift Purchasing Policy) Gift cards are prohibited using University funds Staff celebrations may include food and non-alcoholic beverages, not to exceed $30 per attendee

Student Celebration: Senior administrators may use their discretion to celebrate:  Student workers (including federal work study students)  Interns Student Celebrations are limited by:    

Student celebrations are limited to once per semester Purchase of gift for graduating student worker is not to exceed $50; non-monetary Gift cards are prohibited using University Funds Student celebrations may include food and non-alcoholic beverages, not to exceed $10 per attendee

Refer to University of Pittsburgh Policy 05-07-01 for further Information. cc: Internal Audit Payment Processing Page 11

DocuSign Envelope ID: A2650A45-445B-455D-A163-6422938A621E

Memorandum To:

RC02 SVC Engagement RC54 University Counsel

Office of Engagement 4200 Fifth Avenue 132 Cathedral of Learning Pittsburgh, PA 15260 412-xxx-xxxx email@pitt.edu pitt.edu

From: John A. Lea Assistant Vice Chancellor Budget and Finance Date:

July 1, 2020

RE:

RC Level Policy (Not University Wide Distribution) System Access Requests DocuSign for RC Approval Fiscal Year 2020-2021

Policy Statement: To improve and strive to implement procedures and controls to ensure operational efficiency and address succession planning, the DocuSign software offered by Pitt IT to electronically sign documents will only be accepted for system access requests that require the Responsibility Center (RC) signature. Procedure for downloading System Access Forms: • • • •

Go to my.pitt.edu Ask Cathy and type access forms Click request Access to Enterprise System Welcome to the System Access Request Site for: o Business and Financial o Human Resources o Research Financial Compliance o Procurement o Student Services

Forms requiring RC Approval via DocuSign: • • • • • • • • •

PRISM Access Information PRISM Payroll Access ECERT — Request to Create/Delete Effort Coordinator Role Employee Report (ER) Delivery Update Form SPAR RC and Department Access and Responsibility Acknowledgement Form SPAR Subset Access and Responsibility Acknowledgement Form PantherExpress User Profile PantherExpress Department Approver Talent Center Access Form Page 12

DocuSign Envelope ID: A2650A45-445B-455D-A163-6422938A621E

Forms requiring RC Approval via Federated Authorization Community: • •

Cognos GL Data Mart Access Cognos GL Mart Central Directory Services

DocuSign Training •

For assistance please call Dianna Matusik, CSSD at 412-648-7201 or email her at DKM@pitt.edu

Box Drive Procedure for RC signed copy: •

All system access request forms will be scanned into Box o By RC Name o Department Name o Staff Name

Page 13

DocuSign Envelope ID: A2650A45-445B-455D-A163-6422938A621E

Please complete the following form to establish or modify access to PRISM applications. Once completed, please return this form to Pitt IT Business Solutions Customer Assessment via email/fax to fisbfax@cfo.pitt.edu / 412-6886064 respectively. To schedule training, view on-line demos or if you have any questions, please refer to our website at https://prism.pitt.edu/. Please choose one:

 New User

 Existing User

 Access Termination

Effective Date: ______________________________ Last 4 of Social Security Number: xxx – xx– __________ Requester: ____________________________________________________________________________________ Print full “Legal” Name: ________________________________________________________________________ Department or Division Name: ________________________________ Responsibility Center #: _____________ Preferred Email Address: ________________________________________________________________________ My Current University Computer Account is : _________________________________________________ Or My Current PRISM Account User ID is : ____________________________________________________ * To get your printer setup for PRISM, please submit a help ticket at https://www.technology.pitt.edu/247-it-help-desk or call 412-624-4357. NON Pitt Employees Only:

 Female

 Male

Birth Date:

___________________________________

SSN:

___________________________________

Business Solutions USE ONLY

Additional Comments: ___________________________________________________________________________ Authorization: As the requester, I affirm that I have read and understand University Computing, Information, and Data Policies: 10-02-04 10-02-05 10-02-06

(https://www.policy.pitt.edu/computer-data-administration-10-02-04) (https://www.policy.pitt.edu/computer-access-and-use-10-02-05) (https://www.policy.pitt.edu/university-administrative-computer-data-security-and-privacy-10-02-06)

and will abide by these policies, and use the requested data access only as required in the performance of my University duties. As the supervisor for the requester, I affirm this request is in accordance with the requester’s job function. I will be responsible for taking the appropriate change action, if the requester has a change in employment status.

Requester Signature: ______________________________________ Date: _____________ Phone: __________ Supervisor Printed Name: __________________________________ Supervisor Signature: ______________________________________ Date: _____________ Phone: __________ Authorized RC Signature: __________________________________ Date: __________________ Phone: ______________ Customer Assessment:

System Administrator:

Page 14

DocuSign Envelope ID: A2650A45-445B-455D-A163-6422938A621E

GENERAL LEDGER Responsibility Request Please choose the necessary responsibilities and one appropriate action. ***All Entry Responsibilities include limited aubcode Inquiry functions and exclude Payroll subcodes*** GL Business Administrator (Entities 02, 03, 04, 05, 09)  Add

 Delete

Inquiry (Includes Entities 06, 07, 08, 47, 48 & Payroll)

 Add

 Delete

Entry

 Add

 Delete

Transfer (Entities 02, 03, 04, 826x subcode only)

GL Operating (Entities 02, 03)  Add

 Delete

Inquiry (Includes Payroll)

 Add

 Delete

Entry

 Add

 Delete

Transfer (Entities 02, 03 826x subcode only) Include RDF (04) 

GL Operating/Grants (Entities 02, 05)  Add

 Delete

Inquiry (Includes Payroll)

 Add

 Delete

Entry Include RDF (04) 

GL Grants (Entity 05)  Add

 Delete

Inquiry (Includes Payroll)

 Add

 Delete

Entry

 Add

 Delete

Inquiry (Includes Payroll)

 Add

 Delete

Entry

 Add

 Delete

Transfer (Entity 04, 826x subcode only)

GL Restricted (Entities 04, 09)

GL Department **Does not include inquiry functions  Add

 Delete

Entry (Entities 02, 03, 04, 05, 09)

 Add

 Delete

Transfer (Entities 02, 03, 04, 826x subcode only)

GL IDC Entry (for authorized IDC areas only)  Add

 Delete

Authorization Code Number _________ ***Does not include inquiry functions

(2 digit)

GL Cash Report Entry (Pre-authorized areas only)  Add

 Delete

Entry ***Does not include inquiry functions

Page 15

DocuSign Envelope ID: A2650A45-445B-455D-A163-6422938A621E

PURCHASING Responsibility Request Please choose the necessary responsibilities and one appropriate action. PO Business Administrator (Entities 02, 03, 04, 05, 09)  Add

 Delete

Purchaser

 Add

 Delete

Approver

PO Operating (Entities 02, 03)  Add

 Delete

Purchaser

 Add

 Delete

Approver Include RDF (04) 

PO Operating/Grants (Entities 02, 05)  Add

 Delete

Purchaser

 Add

 Delete

Approver Include RDF (04) 

PO Grants (Entity 05)  Add

 Delete

Purchaser

 Add

 Delete

Approver

 Add

 Delete

Purchaser

 Add

 Delete

Approver

PO Restricted (Entities 04, 09)

Please select the proper approval level:  Level 0

($0 All Purchasing & Requisitioning require submission to Approver)

 Level 1

(Purchasing & Requisitioning Goods & Services under $500)

 Level 2

(Purchasing & Requisitioning Goods & Services under $5,000)

 Level 3

(Purchasing Goods & Services under $5,000 Requisitioning Goods & Services at Any Amount)

Person who will be approving your PRISM purchases online (N/A for Level 3): ____________________________

Business Solutions USE ONLY

Position:

 In/Out of Hierarchy

 Placed in Buyer’s List

 Position Controls Setup

 Placed in Prism Email Lists

Completed:

Page 16

DocuSign Envelope ID: A2650A45-445B-455D-A163-6422938A621E

PCARD Application Responsibility Request Please choose the necessary responsibilities and one appropriate action. ***All Redistribution Responsibilities include Pre-Transaction Logs*** PC Business Administrator (Entities 02, 03, 04, 05, 09)  Add

 Delete

Redistribution & Review

 Add

 Delete

Pre-Transaction Log Only

 Add

 Delete

Redistribution & Review

 Add

 Delete

Pre-Transaction Log Only

PC Operating (Entities 02, 03)

Include RDF (04) 

PC Operating/Grants (Entities 02, 05)  Add

 Delete

Redistribution & Review

 Add

 Delete

Pre-Transaction Log Only Include RDF (04) 

PC Grants (Entity 05)  Add

 Delete

Redistribution & Review

 Add

 Delete

Pre-Transaction Log Only

 Add

 Delete

Redistribution & Review

 Add

 Delete

Pre-Transaction Log Only

PC Restricted (Entities 04, 09)

PCard View Only  Add  Delete Please select the appropriate user type.  Cardholder Only

 Cardholder / Account Redistributor

 Account Redistributor/Reviewer Only

For Redistributor user types, the following section must be completed. A separate sheet can be attached for long lists. To be assigned as a Reviewer, you must contact the PCard Administrator for approval. Information for this can be found on the PantherExpress web site at http://www.cfo.pitt.edu/pexpress/payments/pCardfaq.php. Cardholder Name

Department

Business Solutions USE ONLY

 Placed in Prism Email Lists

 New User Status

 Add Auditor(s)

Completed: Page 17

DocuSign Envelope ID: A2650A45-445B-455D-A163-6422938A621E

Special Access Responsibility Request Budget Modification Requests (Entities 02, 03 only)

 Add

 Delete

RPA Account Activation Inquiry

 Add

 Delete

GL Archive Access **The following responsibilities are GL Archive Inquiry access. They are only used for access to GL Data from FY04 and prior. GLA Business Admin Archive Inquiry

 Add

 Delete

GLA Operating Archive Inquiry

 Add

 Delete

GLA Operating/Grants Archive Inquiry

 Add

 Delete

Include RDF (04) 

GLA Grants Archive Inquiry

 Add

 Delete

Include RDF (04) 

GLA Restricted Archive Inquiry

 Add

 Delete

Other Special Access Requests and Justification:

Non-Pitt Employee Access For Concur Travel & Expense To gain access to the Concur Travel & Expense system to arrange travel and enter expenses for University employees, please complete the Non-Pitt Employee section on page one and the information below. Person who will be approving your Expense Reports on-line: ________________________________________ Default account number: _______.____________.6300.__________.____________._________.00000

Business Solutions USE ONLY

 Add for Portal Access

 Add Account

 Add Approver

Completed:

Page 18

DocuSign Envelope ID: A2650A45-445B-455D-A163-6422938A621E

Planning & Budgeting Cloud Service (PBCS) Responsibility Request Please choose the necessary responsibilities and access level. PBCS is a new application being rolled out at the RC level. More information on PBCS can be found on our website at https://prism.pitt.edu/applications/planning-andbudgeting-cloud-service-pbcs/. Planner (Run reports and manage encumbrance forms)  Add

 Delete

All Entities

 Add

 Delete

Entry 02

 Add

 Delete

Entity 03

 Add

 Delete

Entity 04

 Add

 Delete

Entity 05

Viewer (Run reports and view encumbrance forms)  Add

 Delete

All Entities

 Add

 Delete

Entry 02

 Add

 Delete

Entity 03

 Add

 Delete

Entity 04

 Add

 Delete

Entity 05

Other Special Access Requests and Justification:

Business Solutions USE ONLY

 Add User

 Add Role(s)

Completed:

BFR USE ONLY

 Add Security Groups User Role:

Completed:

____________________________________________________________

Group Names: ____________________________________________________________ ____________________________________________________________ ____________________________________________________________

Page 19

DocuSign Envelope ID: A2650A45-445B-455D-A163-6422938A621E

Please complete the following form to establish or modify access to PRISM applications. Once completed, please return this form to the Payroll Dept, 200 S Craig St, 2nd Floor or fax to 412-624-8072. If you have any questions, please contact your payroll representative.

 New User

Please choose one:

 Existing User

 Remove Access

Effective Date: ______________________________ Last 4 of Social Security Number: xxx – xx– ___________ Requester: ____________________________________________________________________________________ Print full “Legal” Name: ________________________________________________________________________ Department or Division Name: ____________________________ Responsibility Center 5 digit #: ___________ Preferred Email Address: ________________________________________________________________________ My Current Network Authorization Account is : _________________________________________________ Or My Current PRISM Account User ID is : ____________________________________________________ * To access PRISM, please visit www.cfo.pitt.edu/prism. If you are unable to do this, please call FIS at 4-6580. * To get your printer set up for PRISM, please submit a help ticket at www.technology.pitt.edu or call 4-4357. NON Pitt Employees Only:

 Female

 Male

Birth Date:

_____________________________________

SSN:

_____________________________________

FIS USE ONLY

Additional Comments: ___________________________________________________________________________ My Current Network Authorization Account is : _________________________________________________ Or My Current PRISM Account User ID is : ____________________________________________________ Authorization: As the requester, I affirm that I have read and understand University Computing, Information, and Data Policies: 10-02-04 10-02-05 10-02-06

(http://www.cfo.pitt.edu/policies/policy/10/10-02-04.html) (http://www.cfo.pitt.edu/policies/policy/10/10-02-05.html) (http://www.cfo.pitt.edu/policies/policy/10/10-02-06.html)

will abide by these policies, and use the requested data access only as required in the performance of my University duties. As the supervisor for the requester, I affirm this request is in accordance with the requester’s job function. I will be responsible for taking the appropriate change action, if the requester has a change in employment status. As the supervisor for the requester, I affirm this request is in accordance with the requester’s job function. I will be responsible for taking the appropriate change action, if the requester has a change in employment status.

System Administrator: Page 20

DocuSign Envelope ID: A2650A45-445B-455D-A163-6422938A621E

 Add

 Delete

PRISM TRKS Payroll CDC Admin Access Department (5 digit #): ______________________ •

Submit/View Payroll Register Reports by authorized CDC including: PPYR319 PDF Check Register Earnings/Net PTEE818 OTL Timecard to Check Register Extract PTER218 Timecard CDC Listing (Student Timecard Report)

Indicate CDC number(s) authorized for this individual, Payroll (Monthly or Biweekly), and the appropriate Primary, Secondary, or Alternate contacts:

CDC

Number

Payroll

Monthly / Biweekly

Primary

Responsibility Secondary

Alternate

If Access needs to be mirrored after another employee, please indicate Full Name and Employee ID # Replicate Access of:____________________________________________________________ Signature area for Primary: I understand, as the Primary Administrator, that I have the responsibility for timely payroll register review and distribution of checks or pay advices in accordance with Payroll’s Standard Operating Procedures, Chapter 6, Payroll Register Review. If I am unavailable to perform this function, I will delegate the responsibility to an authorized secondary or alternate representative for my CDC. I understand that access to the PRISM TRKS Payroll CDC Admin responsibility allows me to view confidential salary and pay information for employees in my CDC. I agree to be responsible for the security and confidentiality of this information, and share it only with other individuals who are authorized to view payroll data. X_______________________________________________ Primary Administrator Signature

___________________________

Date Signature area for Secondary and Alternates: I understand, as the Secondary or Alternate Administrator, that I may be assigned the responsibility for timely payroll register review and distribution of checks or pay advices in accordance with Payroll’s Standard Operating Procedures Chapter 6, Payroll Register Review. I understand that access to the PRISM TRKS Payroll CDC Admin responsibility allows me to view confidential salary and pay information for employees in my CDC. I agree to be responsible for the security and confidentiality of this information, and share it only with other individuals who are authorized to view payroll data. X_______________________________________________ Secondary/Alternate Signature

___________________________ Date

***This section is for use by the Application ASA only:

ASA Approval:

Date: Page 21

DocuSign Envelope ID: A2650A45-445B-455D-A163-6422938A621E

Department / Area Responsibility Request Please choose the necessary responsibilities and one appropriate action.

 Add

 Delete

PTE Hourly Time Entry Access Department (5 digit #): ______________________ • •

Time entry for hourly employees View hours entered in PTE

Please indicate the proper security group below: • Biweekly Student Timecards (Students) • Biweekly HPCR (Union) Security Group: ____________________________ If Access needs to be mirrored after another employee, please indicate Full Name and Employee ID # Replicate Access of:____________________________________________________________

Please list account number(s) below. Use a separate page if necessary.

___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ Please list which access individual is requesting: Primary Timekeeper: _____________________________________________________________ Secondary Timekeeper: ___________________________________________________________ Alternate Timekeeper(s): _____________________________________________________________

***This section is for use by the Application ASA only:

ASA Approval:

Date: Page 22

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 Add

 Delete

PTE TEAM Department Administrator Access (Students/All-Temps ONLY) Department (5 digit #): ______________________   

Ability to update the TEAM form Create primary and subsequent tasks Edit existing primary and subsequent tasks

___________________________________________________________________ ___________________________________________________________________

 Add

 Delete

PRISM TRKS RC Administrator (STAFF ONLY) Department (5 digit #): ______________________ • • • • • • • • • •

 Add

 Delete

Time Entry (Create Timecard for Employee) PTEE601 Retro Hourly Reconciliation RC Admin PHRE337 Distributed Comp Time/Overtime Extract (Export to Excel) PTEE810 Weekly Timecard (Export to Excel) PTEE811 Timecard History by Person (Export to Excel) PTEE812 Time Off Balances RC Admin PTEE815 Time Off History RC Admin PTEE817 Weekly Timecard After Transfer RC Admin PTEE819 NEAD Account Number Extract (Export to Excel) PTER211 Missing Timecard Report (Printable Only)

PRISM TRKS Department Administrator (STAFF ONLY) Department (5 digit #): ______________________ • • • • • • • •

PTEE601 Retro Hourly Reconciliation Dept Admin PTEE810 Weekly Timecard (Export to Excel) PTEE811 Timecard History by Person (Export to Excel) PTEE812 Time Off Balances (Export to Excel) PTEE815 Time Off History Dept Admin PTEE817 Weekly Timecard After Transfer Dept Admin PTEE819 NEAD Account Number Extract (Export to Excel) PTER211 Missing Timecard Report (Printable Only)

***This section is for use by the Application ASA only:

ASA Approval:

Date: Page 23

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UNIVERSITY OF PITTSBURGH OFFICE OF FINANCIAL COMPLIANCE FOR RESEARCH

Request to Create/Delete Effort Coordinator Roles Effort Coordinators (ECs) are responsible for the pre-review of all employee effort statements associated to their department(s) prior to the release of these statements to the Principal Investigators (PIs) for certification. When necessary, the EC may place effort statements on hold to process any modifications affecting those statements through the SPAR application. ECs monitor the completion of certifications and follow up with PIs as necessary to resolve issues and complete the certification process. A variety of management reports are available to the EC providing employee and/or sponsored project information. ECs are not able to certify effort statements. Effort Coordinator Roles: 

Lead Effort Coordinator (LEC) - Has access to employee salary information in ECC. Will receive system-generated alerts regarding uncertified effort on sponsored awards in their assigned area(s). LEC may have Department level or RC level access. Each department with accounts or employees related to sponsored awards must have at least one Lead Effort Coordinator, but may have multiple.



Secondary Effort Coordinator (SEC) – Cannot access employee salary information in ECC. Will receive system-generated alerts regarding uncertified effort in their assigned area(s). Each department with accounts or employees related to sponsored awards may have multiple SECs, but none is required.



Primary Effort Coordinator (PEC) – LEC who will be the point of contact for communications from ECC and from Central Administration. In particular, they will receive notifications of PAR tasks which will require their approval prior to the information being incorporated in an effort statement and making the statement available for certification. No other EC related to the effort statement will receive this notification or have access to the PAR task. This role can be transferred or assigned from one LEC to another by any Effort Coordinator associated to the department via the Department Dashboard. This assignment is done at the department level without Central Administrative approval or intervention, no administrative recordkeeping is required. Changes to or from the PEC position will not change the user’s access, rights or restrictions, only the receipt of emails related to tasks and the ability to process those tasks. We strongly suggest the role be given to a LEC who is most familiar with effort in this area. Each department with accounts or employees related to sponsored awards must have a PEC, but can only have one at a time.

The home department is responsible to terminate roles/accesses as they become unnecessary.

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Request to Create/Delete Effort Coordinator Role RC

Department Number(s)

__ (Indicate “All” for RC level roles)

Please create/delete the following Effort Coordinator roles: Coordinator Name & Employee #

________________________________________ Name Emp#

Create/Delete

RC/Department

___________ C/D

____________ RC/Dept

Lead/Secondary

________________ L/S

Authorization: As the SPAR user, I affirm that I have read and understand the following University Policies and will abide by these policies, and use the requested data access only as required in the performance of my University duties. 10-02-04 10-02-05 10-02-06 11-01-07

Computer Data Administration Data Access and Use University Administrative Computer Data (UACD) Security and Privacy Effort Reporting and Certification

ECC User Signature:

Date:

As the supervisor for the requester, I affirm this request is in accordance with the requester’s job function. I confirm that the requester has attended the required training as noted below. Confirmation of these dates is available through SPARhelp@cfo.pitt.edu . I authorize the assignment of Effort Coordinator Roles as indicated on this request.

Training Attendance Dates: Basics of Effort Reporting: ECC: Supervisor Printed Name:

Title:

Supervisor Signature:

Date:

Printed Name:

Title:

Date: RC Administrator signature for Dept roles/Dean signature for RC roles

This Section for use for FCR only: Approval: Last updated: 09/2019

Date: Page 25

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Please complete the following form to establish, modify or terminate RC or Department level access of the SPAR application through PRISM. Once completed, please return this form to Financial Compliance for Research at sparhelp@cfo.pitt.edu. If you have any questions, send an email to sparhelp@cfo.pitt.edu.

 New SPAR User

Please choose one:

 Existing SPAR User

 Access Termination

Effective Date: ______________________________ SPAR User Full Name: _______________________________________________ Employee #:__________________ Department or Division Name: _________________________________ RC #: _____________ Dept #:___________ * Users need to have an active PRISM account. To activate an account, please go to http://www.cfo.pitt.edu/prism/. If unable to do this, please call FIS at 4-6580. Authorization: As the SPAR user, I affirm that I have read and understand the following University Policies and will abide by these policies, and use the requested data access only as required in the performance of my University duties. 10-02-04 10-02-05 10-02-06 11-01-07

Computer Data Administration Data Access and Use University Administrative Computer Data (UACD) Security and Privacy Effort Reporting and Certification

SPAR User Signature: _____________________________________ Date: _____________ Phone: __________ As the supervisor for the SPAR User, I affirm this request is in accordance with the SPAR Users’ job function. I will be responsible for taking the appropriate change action, if the SPAR User has a change in employment status. I confirm that the SPAR User has attended the required training as noted below.

Training Attendance Dates: Introduction to SPAR (required): ______________________________ Basics of Effort Reporting (required if area has sponsored research activity): ___________________________________ Advanced SPAR – Cost Sharing (required if area has sponsored research activity): ______________________________ Workshop registration information and Instruction Guides for the SPAR application are available at https://www.cfo.pitt.edu/fcr/workshops/register.php. Supervisor Printed Name: _________________________________ Supervisor Signature: _____________________________________ Date: _____________ Phone: __________ Authorized RC Name: ____________________________________ Authorized RC Signature: __________________________________ Date: __________________

Phone: ______________

SPAR Security updated by: ______________________ Date:

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SPAR Application Responsibility Request Please choose the appropriate level of SPAR responsibility and role. Roles will be entered, modified and/or deleted by Central Administration.

PLD RC SPAR Processing  Add

 Delete Scope of access: SPAR user has access to all employees of the RC.

 Administrator  Modifier  Viewer Rights: For detailed information on rights assigned to each role, see http://www.cfo.pitt.edu/fcr/instructionGuides.php.

PLD Department SPAR Processing  Add

 Delete Scope of access: SPAR user has access to all employees of the department.

 Administrator  Modifier  Viewer Rights: For detailed information on rights assigned to each role, see http://www.cfo.pitt.edu/fcr/instructionGuides.php.

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Please complete the following form to establish, modify or terminate Subset level access to the SPAR application through PRISM. Signatures acknowledge the responsibilities outlined below related to University policies. Once completed, this form should be retained by the Subset Grantor for audit purposes. Workshop registration information and Instruction Guides for the SPAR application are available at https://www.cfo.pitt.edu/fcr/ workshops/register.php. If you have any questions, send an email to sparhelp@cfo.pitt.edu. Please choose one:  New SPAR User  Existing SPAR User  Access Termination Effective Date: ______________________________ SPAR Subset Awardee Full Name: _______________________________________ Employee #:_____________ Awardee Department or Division Name: ___________________________ RC #: ________ Dept #:__________ * Users need to have an active PRISM account. To activate an account, please go to https://www.cfo.pitt.edu/prism/. If unable to do this, please call FIS at 4-6580. Subset Grantor and Awardee Authorization: As the SPAR user, I affirm that I have read and understand the following University Policies and will abide by these policies, and use the requested data access only as required in the performance of my University duties. 10-02-04 10-02-05 10-02-06 11-01-07

Computer Data Administration Data Access and Use University Administrative Computer Data (UACD) Security and Privacy Effort Reporting and Certification

SPAR Subset Awardee Signature: ____________________________ Date: ___________ Phone: __________ As the Subset Grantor for the Awardee, I affirm this request is in accordance with the Awardee’s job function. I will be responsible for taking the appropriate change action, if the Awardee or the assigned Shared Employee has a change in employment status. I confirm that the Awardee has attended the required training as noted below.

Training Attendance Dates: Introduction to SPAR (required): ______________________________ Basics of Effort Reporting (required if area has sponsored research activity): ___________________________________ Advanced SPAR – Cost Sharing (required if area has sponsored research activity): ______________________________ Subset Grantor Printed Name: _________________________________ Subset Grantor Signature: _____________________________________ Date: _____________ Phone: __________ Authorized RC Name: ____________________________________ Authorized RC Signature: __________________________________ Date: __________________

Phone: ______________

SPAR Security updated by: ______________________ Date: _______________________________________

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SPAR Application Responsibility Request Please choose the appropriate Subset role. Roles will be entered, modified and/or deleted by an RC or Department SPAR Administrator as the Subset Grantor per Instruction Guides found on the Financial Compliance for Research website. http://www.cfo.pitt.edu/fcr/instructionGuides.php.

PLD SPAR Processing  Add

 Delete Scope of access: SPAR user has access to employee(s) listed below.

 Administrator  Modifier  Viewer Rights: For more detailed information on rights assigned to each role, see http://www.cfo.pitt.edu/fcr/instructionGuides.php.

SUBSET access is being awarded for the following Shared Employee(s): ____________________________________________________________________________________ Shared Employee Name

Employee #

Business need for shared access: _________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ Attach additional pages, as necessary.

***This section is for use by the RC Administrator only:

Approval:

Date:

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DocuSign Envelope ID: A2650A45-445B-455D-A163-6422938A621E

PantherExpress User Profile Form Instructions

Introduction: The PantherExpress User Profile Form must be filled out in order to obtain access to the PantherExpress System. All users in PantherExpress are classified under three roles: Shopper, Department Buyer, and Approver. Please read the “Role Explanations” section below to determine which role(s) you will have in PantherExpress. When this form is completed, please email it to pantherbuy@cfo.pitt.edu. If you have any questions regarding this form, please contact customer service HERE or check our website, found at http://cfo.pitt.edu/pexpress/pbuytraining.php. You must also fill out a Conflict of Interest form found at http://www.cfo.pitt.edu/pexpress/documents/CONFLICTOFINTERESTCERTIFICATION.pdf.

User Training Requirements: Users registering to be an Approver or Department Buyer must attend PantherExpress training and are required to complete the required training. Users will be registered for the proper training. You will receive an email from the Learning Management System once you have been registered for the proper training.

Policy: It is University Policy that if a PantherExpress user has not accessed the system for 6 months or longer, the user will have to retake the appropriate training(s) according to his/her role(s) in PantherExpress. This is due to the system upgrades that occur throughout the year and the changes that are made to the various screens and software functions.

Role Explanations: Shopper ONLY – A shopper has the ability to log into PantherExpress, search the hosted catalogs and vendor punchouts, and place items into a shopping cart. The shopper DOES NOT have the ability to apply an account number to an order. The cart and its contents will be sent to the designated Account Assigner(s) to review the order, attach the appropriate account information, and submit the order to the Departmental Approval workflow. NOTE: Shoppers WILL NOT be given access to the Specialty Forms. Department Buyer – A Department Buyer has the ability to log into PantherExpress, search the hosted catalogs and vendor punchouts, place items into shopping carts, and submit the orders to the supplier for fulfillment. The Department Buyer is NOT restricted like the shopper role. Buyers can and must attach an account number to their orders. A dollar Spending Limit is required and can be indicated as Level 1 ($0), Level 2 ($500), Level 3 ($5,000), or Level 4 ($10,000). Standard Forms Access will provide the buyer with additional access to the Non-Catalog, Blanket, and Software forms. This is covered during the in-class training with Balazs Kudelasz, but additional online training is available for Buyers who do not have this access. Specialty Forms Access will provide the Buyer with access to the Conference and Event, Dues, Other Payment, PSA, Refunds, Supplier Agreement, and Research Sub-Contract forms. Specialty Forms ONLY – The Specialty Forms ONLY role will provide the user with the ability to access and use the Specialty Forms (Conference and Event, Dues, Other Payment Request, PSA, Refunds, Supplier Agreement, Research Sub-Contracts). The Specialty Forms ONLY role does NOT provide the user with buying abilities, and he/she will not have access to punchouts, hosted catalogs, or standard forms. Any transaction placed will go to a designated 2nd signature approver that is listed on the form.

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Department Approver – An Approver is an individual who has been granted permission by his/her department to review and approve orders submitted by Shoppers and Department Buyers in PantherExpress. Users who are only Approvers do not have the ability to purchase items. If you plan to both approve and purchase items for yourself and others, you must indicate that you will be both an Approver and Department Buyer. Additionally, a Department Approval Form must be filled out and submitted to indicate the codes for which you will be granted approving authority. This form can be found on our site at: http://cfo.pitt.edu/pexpress/documents/PEDepartmentalApprovalForm.pdf.

Form Instructions: Shopper ONLY – If you are signing up to be a Shopper in the PantherExpress system, you are only required to

complete fields 1-7, 10 (if applicable), and 13-14. The remainder of the form does not apply to you. If your department has not already set up Account Assigners for its Shoppers, you must complete the Account Assignment section of the Department Approval Form. 1. Select the type of access request: New User, Existing User, or Access Termination. Access Termination will only apply to the PantherExpress system. 2. Enter full name. This is the full name of the person requesting access to PantherExpress. 3. Enter the @pitt.edu email address of the person requesting access. 4. Enter the office phone number of the person requesting access. 5. Enter your University Computer ID Name here (Ex: RJH35). This is the name that precedes your @pitt.edu email address (ex: RJH35@pitt.edu). If you do not know this name, contact your RC Account Administrator (found at https://acct-prod.cssd.pitt.edu/Account/ResponsibilityCenterAdministrators). This is also the name used to log into the my.pitt.edu portal. 6. Enter the Full Name of your Department. 7. Indicate the DEFAULT Shipping Address. This is the address where all or most of your orders will be delivered. 8. From the “Roles” list - Select the Shopper ONLY role. (Note: Do NOT indicate account codes in section 11 & 12. You will not be granted access to any account codes as a Shopper.) 9. Signatures from both the Shopper and the department administrator or supervisor are required on the form. The RC signature is not required to be granted “Shopper ONLY” access. *Note: DO NOT fill out 15-16. They are for internal use only. Department Buyer, Specialty Forms and Approver Section – If you are registering to be a Department Buyer

and/or an Approver in the PantherExpress system, please use the following instructions: 1. Select the type of access request: New User, Existing User, or Access Termination. Access Termination will only apply to the PantherExpress system. 2. Enter full name. This is the full name of the person requesting access to PantherExpress. 3. Enter the @pitt.edu email address of the person requesting access. 4. Enter the office phone number of the person requesting access. 5. Enter your University Computer ID Name here (Ex: RJH35). This is the name that precedes your @pitt.edu email address (ex: RJH35@pitt.edu). If you do not know this name, contact your RC Account Administrator (found at

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DocuSign Envelope ID: A2650A45-445B-455D-A163-6422938A621E

http://www.cfo.pitt.edu/pexpress/documents/RCApproverList.pdf). This is also the name used to log into the my.pitt.edu portal. 6. Enter the Full Name of your Department. 7. Indicate the DEFAULT Shipping Address. This is the address where all or most of your orders will be delivered. 8. List the person who is your 2nd Signature Approver for all of your Specialty Forms orders. This information is required for Specialty Forms Access. The 2nd Signature Approver must be the direct supervisor, manager, or administrator of the user listed on this form. The person who will be approving the user’s Specialty Forms order must have access to the PantherExpress System and he/she must have the Approver role. If your 2nd Signature Approver is not a PantherExpress user and/or is not an Approver, please submit a User Profile Form for him/her requesting the appropriate access. 9. Enter all of the Entity and Department codes that the user will need to access. 10. Indicate the DEFAULT 32 Digit Account Code you will be using. This is the code you will be using most often. Pitt uses a 32 Digit Account Code System. It is broken into seven segments: Entity Code, Department Code, Subcode, Purpose Code, Project Code, Departmental Reference Code, and Future Reference Code. DO NOT LEAVE THIS SECTION BLANK. 11. Select which role(s) this user will have (see “Role Explanations” above). (Note: Department Buyers must indicate a Spending Limit). Indicate additional access to Standard and/or Specialty Forms. A Departmental Approval Form should be completed in addition to this form when adding a new Approver or Account Assigner. 12. Please have the person requesting PantherExpress access, his/her supervisor or administrator, and the authorized RC for your area sign the form on the appropriate line. Authorized RC designates are individuals who are permitted to sign for the RC head or the Business Administrator at the responsibility center level. If you do not know the name of this individual for your department, please contact customer service HERE. Access will not be granted until all the appropriate signatures are on the form and all training requirements are completed. 13. Enter any comments or requests. 14. Do not fill out – internal use ONLY. 15. Do not fill out – internal use ONLY.

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PantherExpress Please choose one:

User Profile Form

New User

Existing User

Name: ____________________________________

User Access Termination

@pitt.edu Email: ___________________________ (@ pitt.edu email address is required)

Phone: ______________________

Primary University Computer ID: ______________

Department Name: _________________________________________________________________________ Default Ship-to Location: ____________________________________________________________________ List your 2nd Signature Approver:______________________________________________________________

List the Entity Code(s) you will need to access: (use an asterisk (*) to denote all values for a particular digit) Entity Examples: 02 05 03 ** _____

_____

_____ _____

List the Department Code(s) you will need to access: (use an asterisk (*) to denote all values for a particular digit) Department Examples: 02070 35207 932** (Attach separate sheet for additional Departments if necessary) __________

__________

Userâ&#x20AC;&#x2122;s 32 Digit Default Account Number (Entity and Department must be listed above) DO NOT USE ASTERISKS Entity Department Subcode Purpose Project Dept. Ref. Future Ref. What ROLE(S) will this person have? DO NOT LEAVE BLANK Shopper ONLY (NO account code access) Department Buyer (select a required Spending Limit and additional Forms Access if required) Level 1 ($0 Spending Limit)

Level 2 ($500 Spending Limit)

Level 3 ($5,000 Spending Limit)

Level 4 ($10,000 Spending Limit)

Standard Forms Access (Blanket/Standing Order, Software, Non-Catalog) Specialty Forms Access (Conference and Event, Dues, Other Payment, PSA, Refunds, Supplier Agreement, Research Sub-Contract)

Specialty Forms ONLY (Conference and Event, Dues, Other Payment, PSA, Refunds, Supplier Agreement, Research Sub-Contract) Department Approver/Account Assigner

If you will be the Department Approver and/ or Account Code Assigner, please check the appropriate role box on the left and fill out the required Departmental Approval form.

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Authorization: As the requester, I affirm that I have read and understand University Computing, Information, and Data Policies: 10-02-04 10-02-05 10-02-06

(http://www.cfo.pitt.edu/policies/policy/10/10-02-04.html) (http://www.cfo.pitt.edu/policies/policy/10/10-02-05.html) (http://www.cfo.pitt.edu/policies/policy/10/10-02-06.html)

User’s Signature: _____________________________________ Date: ____________ Phone: ___________ Supervisor’s Printed Name: ____________________________ Supervisor’s Signature: ________________________________ Date: ____________ Phone: ___________ Authorized RC’s Printed Name: _________________________ Authorized RC’s Signature: ____________________________ Date: ____________ Phone: ___________ Comments:

ASA Approval: __________________________________________

FIS USE ONLY

PRISM Responsibility Setup

Date: _________________

Placed in Portal Group

Non-Pitt Access Setup

Completed: ___________________________________ Date: _______________________ RC: ________ Page 35

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PantherExpress Department Approver Form Approvals: Buyers in PantherExpress can have three different levels of dollar spending: $0, $500, and $5000. If they have a $0 spending level, every order they place will require approval. If they have a $500 spending level, they can place orders up to and including $500 without approval, however if that buyer places an order that is $500.01 or higher, it will require approval. If the buyer has a $5000 spending level, they may place orders up to and including $5000 without approval, however any order $5000.01 or greater will require approval. Approvals in PantherExpress will occur at a department level. There are three tiers of Approvers. Each department must have at least one person approving at each level. Those levels are: $0-$500, $500.01-$5000, and $5000.01 and above. •

An approver/department reconciler at the $0-$500 level will see ALL orders requiring approval between $0 up to and including $500. For example, if a buyer who has $0 approval places an order for $350, it will go to the approver(s) who are listed in the $0-$500 range. Once an approver at this level has approved the order, it will go to the vendor.

•

An approver/department reconciler at the $500.01-$5000 level will see ALL orders requiring approval between $500.01 up to and including $5000. For example, if a buyer who has either $0 or $500 approval, places an order for $1000, it will go to the approver(s) who are listed in the $500.01-$5000 range, passing over the $0-$500 level. Once an approver at this level has approved the order, it will go to the vendor.

•

An approver/department reconciler at the $5000.01 and above level will see ALL orders greater than $5000.01. For example, if any buyer, regardless of dollar approval level, places an order for $10000, it will go to the approver(s) who are listed in the $5000.01 and above range, passing over both the $0-$500 and $500.01-$5000 levels. Once an approver at this level has approved the order, it will go to Purchasing Services for further approval.

Important Notes: •

Each department MUST have at least one person at each approval level.

•

An approver can be listed at one, two, or all three levels of approval. For example, if Andrew Approver wants to be able to approve all orders in his department that require approval, he can be placed at all three levels.

•

Each approval level can have multiple people listed at any level. For example, if Strategic Sourcing wants to have three people approving orders at the $0-$500 level, two at the $500.01-$5000 level, and one at the $5000.01 and above level, they can do that.

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o If your department has multiple approvers listed at any level, then any approvals that fall into that level will be placed into a shared folder. For example, a buyer with $0 approval in Strategic Sourcing places an order for $350. This order will go into a shared folder for approval. If Strategic Sourcing has three approvers at the $0-$500 level, any of the three approvers will have access to the folder and will be able to approve the order. It will only require the approval of one of the three approvers. â&#x20AC;˘

All orders over $5000 will go to Purchasing Services after department approval.

â&#x20AC;˘

Appropriate Supervisor and RC signature is required for this form.

When this form is completed, please email the form to pantherbuy@cfo.pitt.edu. If you have any questions regarding this form, please contact customer service HERE or check our website, found at http://cfo.pitt.edu/pexpress/pbuytraining.php.

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Department Approval Form Please choose one:

✔ New Department in the PantherExpress System

Department Name: ______________________________________

✔

Update Existing Department

Five-digit Department Code(s): __ __ __ __ __

YOU MUST LIST AT LEAST ONE PERSON AT EACH OF THE FOLLOWING LEVELS: Account assigner(s) for Orders: An account assigner will be the person(s) who assigns an account number to an order submitted by a shopper.

Add

Remove

Add

___________________________________

Remove

Approver(s) for orders between $0 - $500: An approver at this level can only approve orders between $0 up to and including $500.

Add

Remove

Add

___________________________________

Remove

Approver(s) for orders between $500.01 - $5000: An approver at this level can only approve orders between $500.01 up to and including $5000.

Add

Remove

Add

___________________________________

Remove

Approver(s) for orders between $5000.01 and above: An approver at this level can only approve orders between $5000.01 and above.

Add

Remove

Add

___________________________________

Remove

Attach a separate sheet for additional approvers if necessary.

Supervisor’s Printed Name: ____________________________ Supervisor’s Signature: ________________________________

Date: ____________ Phone: ___________

Authorized RC’s Printed Name: _________________________ Authorized RC’s Signature: _____________________________

Page 38 Date: ____________ Phone: ___________

DocuSign Envelope ID: A2650A45-445B-455D-A163-6422938A621E

Office of Human Resources

301 Craig Hall, Pittsburgh, PA 15260 Phone: 412-624-7000 | Fax: 412-624-8063 Email: hrforms@pitt.edu | hr.pitt.edu

PittWorx Talent Center Access Form

This form must be completed and emailed to hrforms@pitt.edu to establish, modify, or terminate access to Talent Center. If any fields are left blank, the form will be returned to the Department. New User

Existing User

Terminate Access

User Information Effective Date: Name of User:

University Email Address:

Department Number:

Department Name:

Authorization As the requester, I affirm that I have read and understand the University Computing, Information, and Data policies, and will abide by these policies and use the requested data access only as required in the performance of my University duties. Policy 10-02-04 | Policy 10-02-05 | Policy 10-02-06

As the supervisor for the requester, I affirm this request is in accordance with the requesterâ&#x20AC;&#x2122;s job function. I will be responsible for taking the appropriate change action if the requester has a change in employment status.

User Signature:

Date:

Supervisor Signature:

Phone:

Authorized RC Name:

Phone:

Authorized RC Signature:

Date:

*Please see last page for list of authorized RC approvers.

HR Only Approval Systems Administrator:

Date:

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User Access Responsibilities Please list positions or departments to which user will need access Staff Access – Full (most common, e.g. Department Administrator) Allows the user to take the below staff actions: • Initiate a new or modify an existing job description (all positions within the department(s) identified to the right) and submit for approval

Add Delete

•

Initiate and submit a staff requisition (posting) for approval, review staff applicant materials, and update applicant statuses

•

Initiate and submit staff offers for approval

•

Access Skill Survey to view completed staff reference checks

Staff Access – Individual Allows the user to take the below staff actions: • Initiate a new or modify individual job descriptions (only on specific positions identified to the right) and submit for approval

Add Delete

•

Initiate and submit a staff requisition (posting) and submit for approval, review staff applicant materials, and update applicant statuses

•

Initiate and submit staff offers for approval

•

Access Skill Survey to view completed staff reference checks

NOTE: A user can only have Student Initiator OR Student Approver access, not both. There can only be one student approver per area. Users can choose to add Student Initiator or Approver access, but not both. Student Initiator (most common) Allows the user to take the below student actions: •

• •

Student Approver Allows the user to take the below student actions: •

Initiate and submit student requisitions (postings), review student applicant materials, and update applicant statuses Initiate and submit student offers for approval

•

Access Skill Survey to view completed student reference checks

•

Initiate and submit student requisitions (postings), review student applicant materials, and update applicant statuses Approve student offers (NOTE: this user cannot initiate offers) Designated as “Final Approver” for student offers

Add Student Initiator

Add Student Approver

Delete Student Initiator

Delete Student Approver

Add

Temporary Initiator •

Delete

Add Delete

Allows the user to initiate and submit temporary employment requests, review applicant materials, and update applicant statuses

Faculty Initiator •

Allows the user to initiate and submit faculty requisitions (job ad) and submit for approval, review faculty applicant materials, and update applicant statuses.

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DocuSign Envelope ID: A2650A45-445B-455D-A163-6422938A621E

User Access Responsibilities Please list positions or Responsibility Centers to which user will need access

Add Delete

Responsibility Center Approver Allows the user to take the following staff actions: • Initiate a new or modify an existing job description (all positions within the Responsibility Center(s) identified to the right) and submit for approval • Initiate and submit staff offers for approval • Required stop in Responsibility Center to approve requisitions (postings) and offers • Access Skill Survey to view completed staff reference checks School/Dean Approver - Faculty Allows the user to take the below staff actions: •

Required stop in School/Deans area to approve requisitions (postings)

Senior Officer Approver (rarest selection) Allows the user to take the below staff actions: • Add Delete

• • •

Initiate a new or modify an existing job description (all positions within the Responsibility Center(s) identified to the right) and submit for approval Initiate and approve staff offers Required stop in Senior Officer area to approve offers Access Skill Survey to view completed staff reference checks

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DocuSign Envelope ID: A2650A45-445B-455D-A163-6422938A621E

RC Name VC Human Resources

Approver

CSSD

Cindy Wertz

Office of University Counsel

John Lea

Division of Philanthropic and Alumni Engagement

Thomas Spanedda

Chancellor

Leo Constantino

Jennifer Dubbs

Secretary

John Lea

Cindy Moore

SVC & Provost

Kristen Gusten

Mallory Oslosky

College of General Studies

Kelly Lloyd

John Willard

Honors College

Karen Billingsley

KGSB

Karri Rogers

Education

Rochelle Woods

Engineering

Rama Bazaz

Law

Vincent Johnson

Mark Henderson

Kristin Davitt

Leo Constantino

GSPIA

Melissa Grzyb

Social Work

Megan Soltesz

Johnstown

Pam Sabol

Greensburg

Mary Anne Koleny

Ronna Colland

Titusville

Sofia Brien

Rick Esch

Bradford

Sofia Brien

UCIS

Josephine Terensky

Educ-Univ Service Programs

Rochelle Woods

Libraries

Sharon McMasters

LRDC

School of Computing Information

Don Bonidie

Student Affairs

Brian Hamluk

Arts & Sciences

Kelly Lloyd

John Willard

Facilities Management

Dan Marcinko

Karen O'Brien

Susan Mesick

SVC Business & Operations

Laura Zullo

Ted Fritz

Jay Frerotte

Business Operations

Matt Walaan

Emily Bell

Susan Mesick

Amy Buxbaum

Rick Esch

SVC Research

Shari Manges

SVC Health Sciences

Richard Henderson

Dental Medicine

Marcia Walsh

Nursing

Cindy Allshouse

Pharmacy

Kellie Mitchell

GSPH

Laura Schmidt

Medicine

Ashley Reger

SHRS

Jean Burgess

UPMC Hillman Cancer Center

Alison Lithgow

SOMD Administration

Richard Henderson

Athletics

Wendy Meyers

Ryan Varley

Chief Financial Officer

Hari Sastry

Cyndee Pelt

Public Safety and Emergency Management Real Estate

Kathy Moonan

Bill Gentz

Robert Gregerson

Kyle Davison

Approver

Kim Kushon

Rachel DeCello

Ted Fritz

Deborah Pozycki

Susan Mesick

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DocuSign Envelope ID: A2650A45-445B-455D-A163-6422938A621E

https://www.technology.pitt.edu/services/federated-authorization-community Federated Authorization Community The new Federated Authorization Community will allow University faculty and staff to request access to the University's enterprise systems and data—including requests for the Student Information System (PeopleSoft), the Student Mart, the General Ledger (GL) Mart, and Responsibility Center Administrator (RC Admin) access. The system also handles the entire approval process, routing user requests to any appropriate Security Contact, Data Steward, and RC Admin approvers. Access is then implemented by the Pitt IT Analytics team. Key Benefits  



Access the system easily without restrictions–You can access the Federated Authorization Community from any device and using almost any web browser. Improve workflow efficiency–Use one central, streamlined location to handle data and enterprise system access requests and approvals reduces time to process requests substantially. View and manage requests transparently–As a requester, receive email feedback about the status of your request(s). As an approver, quickly view and handle any requests requiring your attention.

Getting Started To get started or have questions answered, please contact one of these three groups:   

Financial Data Approvers for information about the General Ledger (GL Mart). Responsibility Center Administrators (RC Admin) for information about RC Admins. Security Contacts for information about PeopleSoft and the Student Mart.

Requesting Access 1. Log in to the Federated Authorization Community. 2. Click one of the following tiles:  PeopleSoft  Student Mart  General Ledger (GL) Mart Users  General Ledger (GL) Mart Groups  Responsibility Center Administrator (RC Admin)

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DocuSign Envelope ID: A2650A45-445B-455D-A163-6422938A621E

Note: Approval Requests are handled below. 3. Enter all required information. If the form has multiple pages, fill each page out, then click Next Page. Click Submit. 4. Your access request is routed and—pending its approval(s)—is granted. You will receive an email message that indicates your request’s final status. 5. You can click View All under the Approval History and see all the information about why your request was approved or not. Note: If a request for Federated Authorization resources is not approved, you can reapply making sure that your new submission satisfies all additional submission criteria.

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