DALs
Department Authorization Lists
Presented By:
Cathy Radzai, Director, CAH
October 1, 2011
Information from UCF Finance & Accounting
The Department Authorization List (DAL) system
is located online within UCF Financials. This
listing is the official record of university
employees who have authorized to perform
specific function by department or project.
DAL/Security Access Code Table
DDC – Dean, Director, Chair – only can be assigned to one
employee per dept./project. Oversees the work of a
dept./project.
RFO – Individual holds responsibility for the financial activity of
an financial security access for a particular department or
project.
DLP – DAL Processor – individual has access to make changes to
the DAL. After the DLP makes the change, the DDC or RFO must
approve the changes in the system.
DAL/Security Access Code Table (cont.)
AXA – Auxiliary Purchases (Approve) – Authorizes individual to
approve purchases on campus (for ex. Computer Store).
CSA- Cashiers Check Approve- Authorizes to receive or approve
the receipt of checks or travel advances from F&A
PCT – Individual appointed by the Department's RFO to assist in
tracking and maintaining the department's inventory of decaled
furniture and equipment.
DAL/Security Access Code Table (cont.)
PRA – Individual authorized to approve requisitions in UCF
Financials.
PRC – Individual authorized to create requisitions in UCF
Financials.
PCA – Purchasing Card Approver – Individual authorized to
approve PCard transaction in UCF Financials.
FSI – Financials System Inquiry – Allows employee access to view
pages and run queries in UCF Financial System.
DAL/Security Access Code Table (cont.)
JEC – Journal Entry Create/Upload – Authorizes an employee to
create, upload, and budget check journals in UCF Financials.
PTU – Purchase Cardholder Transaction Update – Authorizes the
pcard holder to input additional information on their charge.
Example:
Add Description
Split transaction
Tie transaction to existing PO (primarily used for travel)
Change status from staged to verified/Alerts Pcard Approver
The DAL process requires ALL employees whose work
involves financial transactions complete an Ethics
Certification form. This form can be downloaded from
http://.fa.cf.edu/Forms/others/41-566b.pdf.
Fax the completed Ethics Certification form (only one time
for each employee) to the UCF Financials Service Desk at
407-882-1211.
View Employee Authorization
View Dept/Proj Authorization
Completing the Employee Information
Section
This sections contains the following:
Employee Details
PCA Details
Employee Training
The information to update for Employee Details & PCA Details for
the access to UCF Financials has to be inputted by the DLP, DDC, or
RFO. (When the DLP make the changes the DDC or RFO has to approve the changes for the
update to go through.)
Employee Details tab should be updated and verified that it
accurately matched the employee’s security role and job
description.
Completing the Employee Information
Section (cont.)
The PCA Detail tabs is where the authorized DLP, DDC, or RFO
would add/inactive the Employee ID information of who the
employee assigned as a PCA – Purchasing Card (Approve)
department authorization code is responsible for reviewing and
then approving or denying the Pcard transactions of those
employees.
Viewing the Employee Training Tab speeds up the DAL approval
process as you can view the employees training and security
verifications have been met.
Completing the Employee Information
Section (cont.)
The PCA Detail tabs is where the authorized DLP, DDC, or RFO
would add/inactive the Employee ID information of who the
employee assigned as a PCA – Purchasing Card (Approve)
department authorization code is responsible for reviewing and
then approving or denying the Pcard transactions of those
employees.
Viewing the Employee Training Tab speeds up the DAL approval
process as you can view the employees training and security
verifications have been met.
Updating the DAL by Employee
• Viewing an Employee’s Authorization Status and History
– How to
• Adding a New SpeedType (Department or Project) to Employee
– To add a new department or project number to an employee’s DAL
authoriztion
• Changing an Employee Authorization
– How to make changes to an employee’s authorization status for a
SpeedType
• Using Bulk Copy by Employee
– To copy all the SpeedTypes and associated department or project
authorizations for an employee and assign them to another employee; for
example retires or resigns.
Updating the DAL by SpeedType
(Dept. or Project)
• Viewing an Employee’s Authorization History/Status by
Dept/Project
– How to
• Adding a Employees to a SpeedType
– When you add an employee to department or project, you select the
appropriate DAL authorization code in relation to job responsibilities.
• Activating/Inactivating Authorization
– Use the DAL by Department page to activate or inactivate an authorization
for an employee
• Using Bulk Copy by Department or Project (SpeedType)
– This can be used to copy all the employee authorizations for a SpeedType
and assign them to another SpeedType. This feature eliminates the need
to click through each separate DAL request.
Using the Bulk Approval Feature
DDCs and RFOs can use the Bulk Approval feature of the DAL to
take action on pending requests created by the DLP.
This feature allows requests pertaining to the same EmplID for the
same authorizations to be approved in bulk. Requests can also be
individually selected for approval. Bulk Approvals by employee and
by department or project are all performed using the same page.
Processing the Annual Employee
Verfication
This process is conducted annually. This function allow the
Responsible Fiscal Officer (RFO) to verify and update a list of
employee authorizations for a particular department or project if
there have been no changes in personnel, and also inactivate
employees whose authorizations have changed or whoa re no
long employed in the RFO’s particular area.
Really the only thing that should be taking place on the annual
basis is to verify all is correct as termination or changes within
the financials responsibilities should be updated immediately
once a change or update needs to take place. (my own verbiage
that you can remove or udpate)
Any Questions???