New Mexico State University
 

CHAPTER 6: FINANCIAL SYSTEMS ADMINISTRATION (FSA)
 

6.00

INTRODUCTION

Financial Systems Administration (FSA) is responsible for providing assistance to the University community with the Business and Finance software systems: E-Hire, Finance System (FIN), Human Resources (HR), CASHNet™, Student Accounts Receivable (SAR), e-Print System, and Procurement Card (PCard) System. FSA maintains security and provides campus-wide training and user documentation on these Financial and Administrative Systems. In addition, FSA maintains the Business and Finance local-area computer network, and workstations (hardware/software) with technical assistance provided to other units as required.

6.05

ACCESS TO FINANCIAL AND ADMINISTRATIVE SYSTEMS

For access to various systems a Request for Computer Systems Access form needs to be submitted to FSA. The form must be completed, signed on the front and back by the employee, and approved by the Supervisor/Department Head or Dean/Director prior to submitting it to FSA. The Computer System Access Form allows individuals to request access to:

  • E-Hire
  • Human Resources Systems (HR)
  • Finance Systems (FIN)
  • Student Accounts Receivable (SAR)
  • Cashiering (CASHNet™)
  • Workflow
  • PCard (Procurement Card System Security Access form should be completed in place of the Request for computer Systems Access Form)

FSA will contact the employee to provide them with their security access. Custodians for each system have been designated to review and approve requests for global access or special data access requirements.

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6.05.05

CASHNet™ System

CASHNet™ is the cashiering system used to process all Student payment transactions as well as all departmental deposits. CASHNet™ provides an electronic tracking of these transactions. Custodian for CASHNet™ is Director of University Accounts Receivable (UAR).

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6.05.10

Document Retrieval and Management (DRM)

In an ongoing effort to bring improvements to the University, Business and Finance is moving toward a paperless system processes. The DRM system will provide storage for electronic files eliminating the need to print hard copies. Paper copies currently in storage, are being scanned into the system allowing for shared access to the information and reduced paper storage requirements. Custodian for DRM is Director of Financial Systems Administration. A scanning request may be submitted through a Central Scanning Request form .

6.05.15

E-Hire

E-Hire is a system used by University departments to hire employees. All necessary information will be submitted through the E-Hire system to ensure that an employee is successfully hired. Custodians for E-Hire are Director Financial Operations and Human Resources.

Within the E-Hire there are three sections that have to be completed:

  • The Staffing Authorization (SA) requests approval for a position to be filled.
  • The Permission To Offer (PTO) requests approval to hire an individual.
  • The Hiring Confirmation (HC) contains specific information on the new employee.

All three sections must be completed and approved for E-Hire to upload to the Human Resource System (HR). To request a Routing Template or make changes to a template, please complete E-Hire Routing Template Request form and submit to Financial Systems Administration (FSA).

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6.05.20

Financial Systems (FIN)

Finance is NMSU's official accounting and financial reporting system, used to process the University's financial transactions. Departments are given access to FOAPAL information, purchase orders, invoicing, and payments. The Financial Purchasing (FP) function of the system allows individuals to process purchase requisitions and route them for approval on-line. The Fixed Assets (FX) module allows for users to view various inventory information. E-Print allows for on-line access to standard reports. Custodian for Finance and E-Print is the Controller.

6.05.25

Human Resources System (HR)

HR is an on-line computerized system that stores, processes, and reports employment and payroll records. HR allows departments the capability to review specific information on employees within their department. To add a new timesheet org or add or replace an approver, complete the Time Sheet Org Change form and submit to Financial Systems Administration (FSA). Custodian for HR is Financial Operations (FO) and the Human Resources Office.

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6.05.30

Procurement Card (PCard) System

The PCard system is a workflow process that allows for electronic review and approval of all University Procurement Card transactions. FSA provides training and grants security access for the system. Custodian for PCard is Director of Financial Systems Administration. Access to the system is requested through Request for Procurement Card System Access. Changes are requested through Request for Procurement Card Change form. Please submit these requests to FSA.

6.05.35

Student Accounts Receivable (SAR a module of VISTAS)

Financial Systems Administration (FSA) provides support for the SAR portion of VISTAS. This includes information regarding student account balances and payment history. Custodian for SAR is the Director of University Accounts Receivable.

NOTE: Departments requiring VISTAS information other than SAR should contact the Registrar’s office.

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6.15

FINANCIAL SYSTEMS ADMINISTRATION (FSA) HELP CENTER

FSA Help Center provides assistance to the University community related to the Business and Finance Systems. Individuals requiring resetting of passwords for E-Hire, HR, Finance, CASHNet™ and Procurement Card can contact the FSA Help Center at 646-4357.

Calls are assigned a priority at the time the call is received and addressed in priority order. The following priority assignment is used based on the severity of the problem.

1 = Urgent – Business has stopped at a critical point.
2 = High – Business stopped but not critical.
3 = Medium – Problem/Questions.
4 = Lowest – Routine requests.

An internal system is used to track all calls that are received by the Help Center. The priority and status is reviewed on an on going basis during the workday and at the end of the workday to ensure that all calls are being addressed in a timely manner. If you have problems or issues call the Director of Financial Systems Administration (FSA) at 646-4357.

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6.20

SYSTEMS TRAINING

FSA provides training to University employees on the following systems, E-Hire, HR, Finance and Procurement Card.

Training Dates:

Dates for the training can be obtained by visiting the Business & Finance homepage at http://www.nmsu.edu/~boffice/ and clicking on the Training Tab or Training Calendar. All training dates scheduled will be posted in this calendar. To sign up for training, please contact the FSA Help Center at 646-4357 or go to the FSA web page at http://www.nmsu.edu/~fsa/.

E-Hire Training consists of an introduction to the system with a hands-on session providing examples of the process used to hire a new NMSU employee. Prior attendance of Hiring Training provided by Human Resources, Financial Aid and the Graduate School are mandatory prior to attending the E-Hire Training.

Finance/E~Print Training gives a general introduction to the four modules within Finance, with a hands-on session that focuses on creating on-line Purchase Requisitions . An emphasis on viewing account and payment information is also provided. Introduction to e~Print and various reports stored on this system are included in the session.

HR Training gives an introduction to the on-line computerized systems that stores payroll and employee history information. This is a hands-on session providing navigation through the various screens available in HR.

Procurement Cardholder Training gives a general introduction to the use of the card and the business rules along with providing contact information related to the card. The training also includes how to process and approve procurement card transactions.