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Accounting Services

CUBS ACCESS
Related Policy

Access

A. Granting Access

1. Normal Procedure

  • Business Officer or designee completes Request CUBS Access Form
  • Employee takes course, either instructor-led or online
  • Employee completes online course certification
  • CUBS Training Office notifies CUBS Security Office of completion
  • Employee notified of University Confidentiality Policy
  • Access granted

2. Alternate Procedure

  • When instructor-led courses are not offered, or on-line course not available
  • In emergency or temporary situations
  • Business Officer or designee identifies individual who will provide immediate training
  • CUBS Training Office notifies CUBS Security Office to grant access
  • Employee notified of University Confidentiality Policy
  • Access granted
  • Employee required to complete course within 30 days or access is voided

B. Locking Access – Previously granted access is suspended:

1. Upon transfer to another position within the University

  • If previously trained – “New” Business Officer, or designee, requests access directly from CUBS Security
  • Access granted
  • If not previously trained – “New Business Officer completes Request CUBS Access Form
  • Employee takes course, either instructor-led or online
  • Employee completes online course certification
  • CUBS Training Office notifies CUBS Security Office of completion
  • Employee notified of University Confidentiality Policy
  • Access granted

2. Upon change in job status

  • If previously trained – “New” Business Officer, or designee, requests access directly from CUBS Security
  • Access granted
    If not previously trained – “New Business Officer completes Request CUBS Access Form
  • Employee takes course, either instructor-led or online
    Employee completes online course certification
  • CUBS Training Office notifies CUBS Security Office of completion
    Employee notified of University Confidentiality Policy
  • Access granted

C. Terminating Access – Previously granted access automatically deleted upon retirement or other termination from the University.

Review

A. CUBS Security annually displays access profile for each employee as follows:

  • Located on the web at http://workgroups.clemson.edu/HR_PPSFT_SEC_RPT/
  • Individual folders for each Business Center (restricted to Business Officers or designees)
  • Segregated into Financials and Human Resources folders
  • Also provide narrative descriptions of Financials and HR roles
  • Also provide cross reference of roles to CUBS menus and inquire/approval access
  • Allow 30 days for approval by Business Officer or designee

B. Business Officer, or designee, reviews Financials and HR access

  • Notifies CUBS Security of needed changes
  • CUBS Security makes changes, updates report and notifies Business Officer, or designee of the changes and updated report
  • Business Officer, or designee, approves final Business Center report indicating appropriate access
    10-day notice of unapproved Business Center reports
  • If unapproved after 30 days, access for Business Officer, or designee is locked

C. Central review of CUBS Financials and HR access

  • Upon completion of annual Business Officer review
  • Review and verification that access appears appropriate
  • Review and verification that segregation of duties conflicts do not exist for users with multiple system profiles
  • Financials review performed by Comptroller’s Office
  • HR review performed by Office of Human Resources