Financial Systems & Applications

Accounting & Financial Reporting Financial Systems

Online Applications, Tables & Chartfield/WhoKey Support

Application/Table/Support  Description/Purpose/Documentation                   Where do I access it?           How do I get security to it?  Questions/Issues?
Cash Handling - website  Submit departmental cash handling procedures  Cash Handling website Open site, no special access required 

cash-handling@uiowa.edu

(Cash & Investments team)

Chartfield & WhoKey Set up and Closure Requests Requests from campus to:
1. set up new Chartfields &/or WhoKeys (Dept, Subdept, G/P 0 & 5, Cost Center Faculty range)
2. modify existing Chartfields for above
3. Close WhoKeys for above
1. & 2. Email Request for GL Chartfields & WhoKeys PDF eForm &/or include request in an email to setup new/modify existing values.
3. Click on "Close Account" in WhoKey Administration application to initiate closure requests OR email request with information in body of email &/or include an excel file with multiple accounts to close.
N/A

afr-chartfield-whokey@uiowa.edu

(Financial Systems team)

Cumulative Compensation Decision Support (CumComp DSS) - online reports  View CumComp salary and fringe reports at the WhoKey or Individual (person) level, including biweekly and monthly payroll, PayCVs and salary/wage transfer entries Self Service—Administration— Data Access—GL Cumulative Compensation DSS Secondary Security: Self Service – Administration – System Tools - Secondary Security and granted by ORG and DEPT CUMCOMPDSS Secondary Security administrators 

accounting-services@uiowa.edu

(Financial Systems team)

Cumulative Compensation Decision Support (CumComp DSS) - tables 

Query data warehouse CUMCOMP schema tables for cumulative compensation salary and fringe data

Documentation:

http://afr.fo.uiowa.edu/cumulative-compensation-decision-support-system-...

“Middleware” required to be set up on computer to link to tables through a tool like MS Access. For advanced database users  Workflow form: Self Service – Administration – Forms – Data Warehouse Access Form – Cumulative Compensation ***Contact your IT support, ITS Help Desk or HCIS Help Desk for middleware and database connections support*** 

accounting-services@uiowa.edu

(Financial Systems team)

Electronic Financial Reports (EFR) - online reports portal

1. Transaction Reports Inbox: a) View and reconcile monthly Transaction Detail Reports (TDR) by WhoKey for assigned Account Owner/PI, Account Reviewer & Secondary Reviewer roles  b) View monthly TDR by WhoKey for voluntary subscriptions

2. Grant Reports Inbox: View various Grant Reports (Financial Summary, IACT Recap, TDR, Payroll Summary, Award Information & Free Balance)

3. Ad-Hoc Search TDR & Grant Reports: View reports for accounts you are not assigned a role to view

4. Administrative Reports: View Reconciliation Status and Unassigned Roles reports

5. Dashboards:  Monitor important information, key performance indicators and drill down to details at the WhoKey (account) level

6. Alternate Reconciliation (*special permission): submit TDR reconciliations for approved WhoKeys

Self Service—Administration — Data Access  —  Electronic Financial Reports 

Assigned through various applications for the following access:

1. TDR Inbox: a) WhoKey Admin for Account Owner, Account Reviewer & Secondary Reviewer roles  b) Institutional Roles-Research Administrators, UIRIS/SPRIE & Grant Accounting for grant roles.

2. Grant Reports Inbox: Institutional Roles-Research Administrators, UIRIS/SPRIE & Grant Accounting for grant roles. (http://gao.fo.uiowa.edu/managing-grants-contracts/financial-reports-efr-...)

3. Ad-Hoc Search TDR & Grant Reports & 4. EFR Admin Reports: automatic with GL DSS online reports security -- OR-- to any roles viewable in WhoKey Admin

5. Dashboards: Institutional Roles for Deans, Budget Officers (ORG) & Department Administrator roles

6. Alternate Reconciliation: WhoKey Admin, after special approval

as-efr@uiowa.edu

(Financial Systems team)

Financial Systems Tools (FST) – online search tool  Search tool by various criteria for journal details & contact information for entries created via GLJE, PayCV & WebCV Self Service—Administration— Data Access — GL Financial Systems Tools  Automatic with either GL DSS online reports access OR GL Journal Entry access

accounting-services@uiowa.edu

(Financial Systems team)

General Ledger Decision Support (GL DSS) online reports  View GL-related summary & transaction level reports and query tools  Self Service—Administration— Data Access—GL General Ledger DSS Secondary Security: Self Service – Administration – System Tools - Secondary Security and granted by ORG and DEPT GL DSS Secondary Security administrators 

as-efr@uiowa.edu

(Financial Systems team)

General Ledger Decision Support (GL DSS) - tables  Query data warehouse GL schema tables for General Ledger detail & summary data, WhoKey & GL chartfield and Journal ID data  “Middleware” required to be set up on computer to link to tables through a tool like MS Access. For advanced database users 

Workflow form: Self Service – Administration – Forms – Data Warehouse Access Form – General Ledger

***Contact your IT support, ITS Help Desk or HCIS Help Desk for middleware and database connections support*** 

accounting-services@uiowa.edu

(Financial Systems team)

GL Journal Entry (GLJE) – transactional online application  Create original (*not correcting), accrual & transfer journal entries to post to the General Ledger  Self Service — Administration —Systems— GL Journal Entry 

Campus users GLJE access Workflow form:

https://workflow.uiowa.edu/form/gljecampusaccess

accounting-services@uiowa.edu

(Financial Systems team)

Institutional Roles - Budget Officer category – online security application 

1. Manage roles for Budget Officer (Org), Department and Sub-Department Administrators. These roles can set up & view WhoKey Admin roles for Account Owner, Reviewer & Secondary Reviewer.

2. Access to case management system for Budget Officer (Org) for Payroll Overpayment issues.

Self Service — Administration —Systems— Institutional Roles 

 a) Budget Officer (Org): assigned by Controllers Office

b) Department Admin: assigned by Budget Officer within their Org

c) Sub-Department Admin: assigned by Budget Officer or Department Admin within their Org-Dept 

accounting-services@uiowa.edu

(Financial Systems team)

Payroll CV (PayCV) – transactional online application  Create correcting salary and fringe journal entries for monthly and biweekly payroll by person, pay period, job code and Master File Key (MFK) to post to the General Ledger and CumComp Self Service — Administration —Systems—PayCV

Campus users PayCV access Workflow form:

https://workflow.uiowa.edu/form/paycvcampusaccess

GL DSS online reports access is a prerequisite for PayCV access.

accounting-services@uiowa.edu

(Financial Systems team)

WebCV - transactional online application  Create correcting non-payroll expenditures & revenue journal entries to post to the General Ledger 

1. EFR monthly & daily TDR link by journal line transaction

2. GL DSS SA3 report link by journal line transaction

3. Purchasing, Accounts Payable & Travel PeopleSoft Voucher Report

Campus users WebCV access Workflow form:

https://workflow.uiowa.edu/form/webcvcampusaccess

GL DSS online reports access is a prerequisite for WebCV access. 

accounting-services@uiowa.edu

(Financial Systems team)

WhoKey Administration (WhoKey Admin) – online security application 

1. WhoKey (account) roles: Account Owner manages assignment of Reviewer and Secondary Reviewer roles for active accounts he/she owns

2. WhoKey (account) roles: Search and view role assignments for active accounts by WhoKey, Account Owner, Account Reviewer & Secondary Reviewer

3. Grant WhoKey (account) roles: Search and view role assignments for active accounts by WhoKey and grant roles assigned through Institutional Roles-Research Administrators and manually by Grant Accounting for fund 500 & 510. *Grant-only roles are not able to add, modify or delete individuals from roles assigned.

4. Unassigned Roles Report: Search for and view unassigned Account Owner/PI and Account Reviewer roles for active accounts

5. WhoKey Purpose: View and edit Purpose definition for active accounts

6. Alternate Reconciliation procedures (*special permission):  Create and manage Alternate Reconciliation procedures for TDR's by account 

Self Service — Administration —Systems—WhoKey Administration 

Assigned through:

 a) Institutional Roles – Budget Officer -- OR--

 b) WhoKey Admin  --OR--

 c) Institutional Roles - Research Administrators --OR-- manually by Grant Accounting for grant roles, for view-only access

 d) Budget Officer/Department Admin approves individuals with an Owner or Reviewer role to use Alternate Recon procedures & emails as-efr@uiowa.edu for set up

 

Direct questions to Accounting and Financial Reporting email: accounting-services@uiowa.edu

 

Central Administrative Users

Only intended for staff in the following units that have a need for special permissions otherwise if ONLY standard permissions are needed, please use the campus forms referenced in the previous section. Central units included are:  Accounting & Financial Reporting, Grant Accounting, Capital Asset Management, Budget Development and Financial Analysis, Payroll, HR Benefits, Purchasing, Accounts Payable & Travel, Facilities Management, Treasury Operations, Business Services, and Healthcare Financial Reporting & Control.

Application/Table/Support Description/Purpose/Documentation   Where do I access it?       How do I get security to it?  Questions/Issues?

GL Journal Entry (GLJE) – transactional online application

Create original (*not correcting), accrual & transfer journal entries to post to the General Ledger

Self Service – Administration – Systems – GL Journal Entry

Central Administrative users GLJE access Workflow form: https://workflow.uiowa.edu/form/gljecentraladminaccess

accounting-services@uiowa.edu

(Financial Systems team)

Payroll CV (PayCV) – transactional online application

Create correcting salary and fringe journal entries for monthly and biweekly payroll by person, pay period, job code and Master File Key (MFK) to post to the General Ledger and CumComp

Self Service – Administration – Systems – PayCV

Central Administrative users PayCV access Workflow form: https://workflow.uiowa.edu/form/paycvcentraladminaccess

accounting-services@uiowa.edu

(Financial Systems team)

WebCVtransactional online application

Create correcting non-payroll expenditures & revenue journal entries to post to the General Ledger

1. EFR monthly & daily TDR link by journal line transaction

2. GL DSS SA3 report link by journal line transaction

3. Purchasing, Accounts Payable & Travel PeopleSoft Voucher Report

Central Administrative users WebCV access Workflow form: https://workflow.uiowa.edu/form/webcvcentraladminaccess

accounting-services@uiowa.edu

(Financial Systems team)