Request for SAP User Access

(Department)

INSTRUCTIONS FOR REQUESTING SAP USER ACCESS Corporate Finance Division

1. To be filled in by a staff member experienced in SAP with an
understanding of its structures and workflow. PO Box 3F
2. Please print all information using a ball-point or felt-tip pen. Monash University
3. Complete applicable sections (sections 1 and 7 are MANDATORY) Vic 3800
• For Finance access complete sections 1, 2-4 & 7 Attention: Pam Greenwood
• For HR access complete sections 1, 5-7
4. For both HR and Finance access forward all pages of the original form to the
address shown at right. Do not forward direct to HR. This will delay processing. Or hand deliver to 710 Blackburn Road,
5. Please keep a copy for your records. Allow for 2 weeks processing time Building 2, 2nd Level
6. This form is CONFIDENTIAL when completed (faxed copies not accepted)

Instructions on how to correctly complete this form are at: http://www.adm.monash.edu.au/finance/systems/IAS034_req_user_proc.html.

SECTION 1. USER DETAILS: (Completion Mandatory)

Place a tick in the appropriate box:

 Setup new SAP User  Update existing SAP User  Delete SAP User (complete Section 1 & 7 only)

Name:
Last name (Please print) First name. Position Number (refer note)

Note: It is mandatory to complete the position number field. It must be an individual’s unique position number - not a block position. To obtain your position number
refer to eServices http://eservices.sss.monash.edu.au/

Department/ Email
Centre: Address: ………….………………………………………….monash.edu.au

Phone:

Personnel Novell/SAP
No: User Name

Phone No: or
Either (__ __) __ __ __ __ __ __ __ __ Extension no: __ __ __ __ __

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 Request for SAP User Access
(Department)

SECTION 2: SAP FINANCE PURCHASING GROUP and COST CENTRE ACCESS.

Both purchasing groups and cost centres must be nominated

2a) PURCHASING GROUPS: (A)dd or (D)elete Purchasing groups to the User's Security Profile
(If User already has the relevant purchasing groups and only additional roles are being added, complete section 3)
(A)dd or Purchasing Group Code Purchasing Group Code
(D)elete (from) 3 (to) 3 digits
digits

2b) COST CENTRES: (A)dd or (D)elete Cost Centres from the User's Security Profile
(If User already have access to the relevant Cost Centres and only additional roles are being added, complete section 3)

(A)dd or Cost Centre Code (from) 6 digits Cost Centre Code (to) 6 digits
(D)elete

SECTION 3: SAP FINANCE PROCESSING ROLES

3a) SAP FINANCE ROLES: (A)dd or (D)elete roles from the User's Security Profile and insert scheduled training date to attend training.
Refer to http://www.adm.monash.edu.au/ias/SAP/Training/index.html to book training or contact the SAP Service Desk for assistance. Where training is via
Computer Based Training, provide the date the CBT was/will be completed. Access will not be given until training has been completed.

R(A)dd or Training course(s) date or date Training Checked

ep Cost Centre Role CBT was/will (IAS Office use
or be completed only)
t Asset Register Maintainer (AA10)
Credit Card Processor (CC20)
General Ledger Journals & IDNs (CBT - GL10)
Accounts Receivable Invoice/Credit Memo creator (AR10)
HR and Fin Report Navigation (CBT - RPT10)
Funds Management Reporting & Budgeting (FM20)
Training course(s) date or date Training Checked
(A)dd or
Purchasing Group Role CBT was/will (IAS Office use
(D)elete be completed only)
Requisitioner (PUR10)
Goods Receiver (CBT - GR10)
Accounts Payable Invoice Processor (AP10 or AP40)
Purchase Order Processor (PUR10 and possibly PUR20)
Requisition Authoriser (CBT – APV10)*
(tick category/s in section 3b below)

3b) REQUISITION AUTHORISER CATEGORIES

Please tick appropriate category/s below, for the Roles you are appointed by your department The vehicle and contractor roles below are
to undertake only available to specified Procurement and

 Safety Officer  Animal Ethics Chair  Contractor Services

 Radiation Safety Officer  Chemical Weapons Permit/Warrant Holder  Vehicles

 Laser Safety Officer  Computer Support Officer

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 Request for SAP User Access
(Department)

SECTION 4: SAP FINANCE APPROVING ROLES AND SETTING UP FINANCIAL DELEGATION

Complete all of section 4 if SAP finance approving authority role and financial delegation is required.

4a) NOMINATING REQUIRED APPROVING ROLES: (A)dd or (D)elete Approving roles from the User's Security Profile
The Approvals Training Course CBT (APV10) must be completed for access to these roles.

Provide date CBT

was/will Training Checked
(A)dd or Approving Roles
be
only for staff holding financial delegation (IAS Office use only)
complet
ed
Asset Disposer/Authoriser (CBT - APV10, requires $50k or more)
Accounts Payable Invoice & IDN Approver (CBT - APV10)
Purchase Order Approver (CBT - APV10)
Accounts Receivable Invoice/Credit Memo approver (APV10)

Paper based Non-SAP authority only No training needed Not applicable

Contractor agreement Notification No training needed Not applicable
Student Loan Processor/Approver (Student Financial Advisors Only) No training needed Not applicable

4b) SETTING UP FINANCIAL DELEGATION - for both SAP electronic approvals and paper based signing (e.g. claim forms).
Where financial authority is to be delegated temporarily, please complete a Request for Temporary Access/ Delegation form IAS033.

Place a tick in the appropriate box:

 Setup new Authority  Update existing Authority  Delete All Authority

(also complete Sections 1 & 7)
Specimen Signature:

4c) FINANCIAL DELEGATION $ LIMIT - place a tick in ONE Box only for the appropriate $ limit for the role. (Refer Financial
delegation approved limits http://www.adm.monash.edu.au/finance/payables/financial_delegations.html ) The elected $ limit gives
financial delegation for all Centres and Purchasing Groups to which access is granted for this User

 $0  $5,000  $10,000  $20,000  $50,000

 $75,000  $150,000  $200,000  $1,000,000

4d) WORKFLOW RECEIPT FOR APPROVALS (FINANCIAL DELEGATION RANGE)

Notes : i) If designated to receive Workflow for Approval the user will receive electronic workflow messages to approve on-line Purchase Orders and/ or Invoice/
IDNs for the designated $ range and for the Purchasing Group/s and Cost Centre/s requested in Section 2 of this form. If this section is not completed SAP
workflow messages will not workflow to the approver’s inbox (but may still be accessed manually - Purchase Order and Purchase Requisition ONLY).

ii) Staff must have the SAME financial authority level for all the cost centres and purchasing groups to which they have access to (e.g. they cannot have $5,000
financial delegation for one cost centre and $10,000 for another.

iii) Staff cannot split the range of financial authority (e.g. they cannot have $2,000 to $5,000 and then $10,000 to $20,000 in the selected cost centres or purchasing
groups with someone else or no-one nominated for $5,000 to $10,000).

iV) If requesting a financial delegation limit of $50,000, the SAP nominated approver MUST complete a justification on the final page of this form. (For further
guidance refer Financial delegation approved limits and associated notes http://www.adm.monash.edu.au/finance/payables/financial_delegations.html)

FINANCIAL DELEGATION APPROVAL RANGE

(A)dd (C)hange or (D)elete in LH box to Approving roles from the User's Security Profile
Please tick all boxes in the range required. The ticks must be in consecutive boxes.

(A)dd,
(C)hange or $5,000 to $10,000 to $20,000 to $50,000 to $75,000 to $150,000 to $200,000 to
(D)elete $1 to $5,000 $10,000 $20,000 $50,000 $75,000 $150,000 $200,000 $1,000,000

IF REQUESTING FINANCE ACCESS ONLY- SECTION 7 OF THIS FORM MUST ALSO BE COMPLETED
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 Request for SAP User Access
(Department)

HR/PAYROLL ACCESS (Section 1 must also be completed in full)

SECTION 5: HR ROLES
Access to SAP HR will only be granted when training is completed by the individual. For all training enquiries, please contact the
SAP Service Desk on 990 56990.
If user already has access to SAP HR and wishes to include access to additional Organisational Units, please go to Section 6.

Require Access Remove Access

Tick the relevant HR access HR training required HR training course dates Tick the relevant HR access
that is required including dates when CBTs to be removed
have been completed

 HR Display – to view ONLY Computer Based Training: HRD10  HR Display – to view ONLY
Casuals and Sessionals details Casuals and Sessionals details

 HR Display
Computer Based Training: HRD10
 HR Display
– to view staff details – to view staff details
 HR Reporting* Computer Based Training: HRD10  HR Reporting
Course code: HRR10

 Timesheet Entry Computer Based Training: HRD10  Timesheet Entry

Course code: HRT10

 Performance Management No training Required  Performance Management

 View Access Computer Based Training: SR10  View Access

– Library & Service staff ONLY# – Library & Service staff ONLY#

* If you require access to the Salary Expenditure or Planner Reports, please ensure that you tick the HR Reporting option and nominate your cost
centre under Section 2b.
# Access to this role cannot be combined with any other HR options. Instructions are available from the SAP Training website as a PowerPoint
presentation.

SECTION 6: NOMINATING ORGANISATIONAL UNIT(S)

NOTE: Organisational Units are not the same as Cost Centres
Complete this section if access to additional Organisational Units is required

Additional Organisational Units. Please (A)dd or (D)elete Organisational Units to/from the User's Security Profile below:

(A)dd or Organisational Unit Number Organisational Unit Description

(D)elete
8 numbers

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 Request for SAP User Access
(Department)

MANDATORY SECTION TO BE COMPLETED FOR ALL FINANCE AND HR USER REQUESTS

SECTION 7: SAP USER ACCESS AUTHORISATION - The person completing the form must sign and then obtain the Head of
Department’s (or Officer with relevant financial delegation) signature of approval.
Notes:
i) The person authorising the financial delegation/departmental access must have a higher financial delegation than the person requiring access
ii) Where the request is for Head of Department or higher, authority must be approved by the person to whom the requestor directly reports.
iii)The SAP Nominated Faculty/Division Officer http://www.adm.monash.edu.au/finance/systems/Nominated_approvers_SAP_form.htm is to
check that the form complies with the user access/workflow guidelines http://www.adm.monash.edu.au/finance/systems/workflow_guide.html,
and to include a justification for a request for financial delegation of $50k* – see note 4d)iv.
AUTHORISATION OF PERSON COMPLETING THE FORM HEAD OF DEPT's (OR DELEGATED OFFICER's) AUTHORISATION

_______________________________________ Ext. __________ I , (print name)______________________________________, authorise

Person completing the form this staff member be given the requested SAP user access and where
(print name) required relevant approval access and financial delegation.

_______________________________________ ____/____/____ ___________________________________________ ____/____/____

Person completing the form (Date) Head of Department or officer (Date)
(signature) with relevant financial delegation (signature)

___________________________________________ _____________________________________ Ext. _______

Position title of the person completing the form Authoriser's position title (e.g. Head, Dean, Director)

SAP NOMINATED FACULTY/DIVISION OFFICER AUTHORISATION

Where the request for financial delegation is for $50,000, please provide justification for your request in accordance with note 4d)iv. Please use
BLOCK LETTERS.

____________________________________________________________________________________________________________

____________________________________________________________________________________________________________

____________________________________________________________________________________________________________

____________________________________________________________________________________________________________

____________________________________________________________________________________________________________

____________________________________________________________________________________________________________

____________________________________________________________________________________________________________

I , (print name)______________________________________ confirm the user details on this form are correct for this Faculty/Division and that I
authorise this staff member be given the requested SAP user access.

___________________________________________________ Ext. ___________ Date___/____/____

SAP Nominated Faculty/Division Officer or Deputy
(signature)

Corporate Finance Use Only Human Resources Division Use Only

ACTIONED BY: DATE: / / ACTIONED BY: DATE: / /

POSITION No.:

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