Completing a Finance Access Request Form

This article covers how to complete the PeopleSoft (CMS/ERP) Access Request Form in Adobe Experience Manager in order to request specialized access to the Finance system (CFS/OBIEE).

Please use one of the supported browsers to access ARFs in AEM:

  • Google Chrome
  • Mozilla Firefox
  • Microsoft Edge
  • Safari

1. Log into the campus portal, then access your Adobe Experience Manager (AEM) Forms Portal.

View instructions on how to access Access Request Forms in AEM Forms

2. Use the search bar or the page numbers to search for the Finance Access Request Form. Click the paper airplane icon to launch the form.

AEM Forms screen
  1. Type a search term into the search bar and hit Enter to search.
    OR
  2. Use the page numbers to navigate through the different forms.
    THEN
  3. Click the paper airplane icon to launch the form.

3. Enter the Employee ID (CWID). Then, tab to autopopulate the other Employee Information fields.

A user needs to be active in PeopleSoft HR in order for an ARF to be submitted on their behalf. It may take a few business days for an employee's record to be activated/updated in the system. ASI and ASC employees will need to contact CMS Security to request that a profile be created for them in the PeopleSoft HR system. View what information CMS Security needs to set up an employee profile. 

Finance ARF CWID field

4. Identify the Account Action Request.                                                                                                                          

Account Action Request radio buttons

Choose whether the employee is a New User, Existing User, has Changed Departments, or needs their access removed.

Expand or collapse content User Type Definitions
Field Description
New User A user who does not currently have Finance access
Existing User A user whose Finance access needs to be modified
Change Department A user who has moved from one department to another and needs modifications to their Finance access
Remove All Access A user who no longer needs any of their Finance access as they have changed roles within the department or have left the department or university

5. Click on the System Access button.

Finance Roles button

6. Select type of access needed: Distributed or Central User. The appropriate fields will become available after the selection.

Type of access selection
Expand or collapse content User Type Definitions
Field Definition
Distributed User An employee that works in a campus department that is not part of central financial operations for the entire campus (e.g. academic departments, student success centers, athletics, etc.)
Central User An employee who works in an Administration and Finance department that oversees the entire campus (e.g. Contracts and Procurement, Accounts Payable, Accounting and Financial Reporting, etc.)

6.1. The Finance Distributed Roles fields will activate if Distributed User access is selected.

Distributed Roles screen

6.2. The Finance Central Roles drop-down menu will activate if Central User access is selected.

Central Users may submit ARFs for distributed access. When doing so, they should select Distributed User.

Central Roles screen

7. Use the drop-down menus to select the appropriate roles to add or remove access to. The Add and Remove buttons underneath the drop-down menu can be used to add or remove rows.

Role selection drop-down menus
  1. Select whether to add or remove a role.
  2. Select which role needs to be added or removed.
  3. Add or remove drop-down menu rows using the Add or Remove button.

7.1. If Distributed User roles are selected, certain fields in the Department Access section will become available in which to provide additional information.

The Department Access field/s are required. If you do not provide the necessary Department ID, Requestors, or Approvers associated with the role/s being requested, your ARF will be rejected.

Expand or collapse content Revenue/Expense Reports, Purchasing Reports, My Queries
A. If Revenue/Expense Reports, Purchasing Reports, My Queries is selected, the DeptID(s) for reporting access and Other Division Departments fields will become available.
Reports and Queries screen
B. Click on the Select Division Departments or Select Other Division Departments button to bring up a checklist of departments to which the employee should have access.
Select Division Departments buttons
C. If Select Division Depts is selected, a checklist will open. Place a checkmark next to all of the departments that the employee should be able to view reports for. Then click OK.
Department checklist
D. If Select Other Division Depts is selected, a search field will open. Search for the departments which the employee should have access to view reports for. Click Add to choose the appropriate option/s from the list. Then, click Save to populate the form field.
Department search screen

A. Type the department name or ID into the search box.
B. Click Search to bring up a list of results.
C. Click the Add button next to the department/s you want to list on the form field.
D. Chosen options will populate under the Selected Departments heading.
E. Click Save.

E. The DeptID(s) for reporting access or Other Division Departments field will populate with your selection/s.
DeptID field populated
Expand or collapse content Position Budgeting & Planning Reports
A. If Position Budgeting & Planning Reports is selected, the DeptID(s) for reporting access and Other Division Departments fields will become available.
Position Budgeting & Planning Reports screen
B. Click on the Select Division Depts or Select Other Division Depts button to bring up a checklist of departments to which the employee has access.
Select Division Departments buttons
C. If Select Division Departments is selected, a checklist will open. Place a checkmark next to all of the departments for which the employee should be able to view reports. Then click OK.
Department checklist
D. If Select Other Division Depts is selected, a search field will open. Search for the departments which the requestor should have access to view reports for. Click Add to choose the appropriate option/s from the list. Then, click Save to populate the form field.
Department search screen
  1. Type the department name or ID into the search box.
  2. Click Search to bring up a list of results.
  3. Click the Add button next to the department/s you want to list on the form field.
  4. Chosen options will populate under the Selected Departments heading.
  5. Click Save.
E. The DeptID(s) for reporting access or Other Division Departments field will populate with your selection/s.
DeptID field populated
Expand or collapse content Budget Management Reports
A. If Budget Management Reports is selected, the DeptID(s) for reporting access and Other Division Departments fields will become available.
Budget Management Reports screen
B. Click on the Select Division Depts or Select Other Division Depts button to bring up a checklist of departments to which the employee has access.
Select Division Departments buttons
C. If Select Division Departments is selected, a checklist will open. Place a checkmark next to all of the departments that the employee should be able to view reports for. Then click OK.
Department checklist
D. If Select Other Division Depts is selected, a search field will open. Search for the departments which the requestor should have access to view reports for. Click Add to choose the appropriate option/s from the list. Then, click Save to populate the form field.
Department search screen

A. Type the department name or ID into the search bar.
B. Click Search to bring up a list of results.
C. Click the Add button next to the department you want to list on the form field.
D. Chosen options will populate under the Selected Departments heading.
E. Click Save.

E. The DeptID(s) for reporting access or Other Division Departments field will populate with your selection/s.
DeptID field populated

8. Click the Signatures button.

Signatures button

9. Click the checkbox to indicate that you've completed the form. Add any comments, if necessary. Click Submit to complete the form.

Signatures screen
  1. Click the checkbox indicating that you have completed the form.
  2. Your signature and the date will autopopulate.
  3. Enter any comments, if applicable.
  4. Click Generate PDF to download a PDF version of the filled out form.
  5. Click Reset to clear all entries.
  6. Click Submit to complete the form and send it off for additional signatures.

Next Steps

How Does a Manager Approve a PeopleSoft Access Request Form?

How Does an Employee Review a PeopleSoft Access Request Form?

How Does an Initiator Resubmit an Access Request Form After the Manager Rejects It?

Need More Help?

For training and how-to assistance, contact IT Training at 657-278-5647 or [email protected].

For questions on CSUBUY P2P, contact the project team [email protected]

For technical assistance, contact the IT Help Desk at 657-278-7777 or [email protected].