Descriptive Role Name Role Description Segregation of Duties Role Considerations Special Voucher Processor V_AP_COVA_SPEC_VCHR_PROCESSOR This role has access to everything the Voucher Processor has. In addition, this role has access to: • Manually schedule payments • Record manual payments • Update vouchers with payment offsets garnishments) • Unpost Vouchers • Close vouchers • holds on vouchers Should not be given to a user with the Voucher Approver or Final Voucher Approver roles. This role is the only role that is able to update/ correct Scheduled Due Date when the 00PP pay term is used. Voucher Approver V_AP_COVA_VOUCHER_APPROVER This role has access to: • Approve vouchers Should not be given to a user with the Final Voucher Approver, Voucher Processor, Petty Cash Processor Special Voucher Processor or Workflow System Administrator roles. N/A Final Voucher Approver V_AP_COVA_VCHR_FINAL_APPROVER This role has access to: • Approve vouchers Note: There must be a user with the Voucher Approver level role for the Final Voucher Approver level role to be used. This is an option for a 2nd level of agency voucher approval. Should not be given to a user with the Voucher Approver, Voucher Processor, Cash Processor Special Voucher Processor or Workflow System Administrator roles. N/A
Descriptive Role Name Role Description Segregation of Duties Other Role Considerations Voucher Upload Error Reporter V_AP_COVA_VCHR_ERROR_REPORTER This role has access to: • View and execute the voucher upload error report. Note: This report can contain sensitive data, so this role should only be assigned to authorized users based on agency secure data policies. N/A This role is only available for interfacing agencies. Payment Reconciler V_AP_COVA_PAYMENT_RECONCILER This role has access to: • Manually reconcile petty cash payments N/A N/A 1099 Administrator V_AP_COVA_1099_ADMINISTRATOR This role has access to: • Create 1099 reporting file to IRS • Create vendor Copy- B reports • Run 1099 processes • Make adjustments for 1099 reporting • Run 1099 reports and queries containing sensitive data N/A This role will have access to sensitive data, as it will be able to view Vendor TIN on the vendor record. Expenses Employee V_AP_COVA_EXPENSES_EMPLOYEE This role has access to: • Enter travel authorizations • Enter cash advances • Enter expense reports for self or as a proxy to others • View their own employee profile • Delete travel authorizations • Delete cash advances • Delete expense reports • Cancel travel authorizations Should not be given to a user with the Expense Approver role. with this role must be designated by the agency as an Expense Proxy.
Descriptive Role Name Role Description Segregation of Duties Other Role Considerations Expenses Processor V_AP_COVA_EXPENSES_PROCESSOR This role has access to: • Reconcile cash advances • Close expense reports • View expense accounting entries • Authorize an employee to enter expenses on behalf of another employee (proxy configuration) • Create templates • Run Expense reports with sensitive data • View Expense Report and Cash Advance payments and cancelations. N/A N/A Employee Profile Maintenance V_AP_COVA_EMP_PROFILE_MAINT This role has access to: • Create/update employee profiles not including banking information N/A The agency will need to maintain employee profiles. There should be at least one individual at each agency with this role. Expense Approver V_AP_COVA_EXPENSES_APPROVER This role has access to: • Approve expense transactions Should not be to a user with the Expenses Employee role. Any user that may approve expenses should be given this role, even if they are not designated as a Fiscal Officer or Agency Head. Users with this role must be designated by the agency as an Expense Proxy. Expenses Reassign V_AP_COVA_EXPENSES_REASSIGN This role has access to: • Move expense transactions from one approver's worklist to another N/A N/A
Accounts Receivable User Roles Accounts Receivable (AR) is the functional area that handles a series of accounting transactions dealing with funds receipts. AR includes the following process: • Funds Receipts About this Section This section outlines the available roles for AR in Cardinal. Use the AR User Roles & Descriptions Table below to determine the appropriate AR roles needed by agency users in Cardinal. The AR User Roles & Descriptions Table provides the following information: • Role Descriptions • Segregation of Duties • Other Role Considerations AR User & Descriptions Table Descriptive Role Name Role Description Segregation of Other Role Receipt Processor V_AR_COVA_FUNDS_REC_PROCESSOR This role has access to: • Enter deposits for miscellaneous payments • Enter direct journal accounting entries for deposits N/A N/A Funds Receipt Manager V_AR_COVA_FUNDS_REC_MANAGER This role has access to everything the Funds Receipts Processor role has. In addition, this role has access to: • Review and Complete direct journal accounting entries • Budget Check journal entries online • Group and approve deposits with a custom deposit certificate for submission to CARS and the Department of Treasury. N/A N/A
Descriptive Role Name Role Description Segregation of Duties Other Role Considerations Journal Approver V_GL_JOURNAL_APPROVER This role has access to: • Approve journals • Post journals through process or online • Review journal lines • Execute Spreadsheet Upload process (batch process) • Execute Journal Edit through batch process • Execute Journal Budget Check through batch process This role should not be given to a user with the Journal Processor, Journal Processor – Interfacing or Workflow System Administrator roles. N/A Agency ChartField Administrator V_GL_COVA_AGENCY_CF_ADMIN This role has access to: • Maintain Agency controlled ChartFields (Department, Project, Cost Center, Task, Asset, Agency Use 1, Agency Use 2) • Maintain SpeedTypes/ SpeedCharts N/A N/A Budget Processor V_GL_COVA_BUDGET_PROCESSOR The Budget Processor is responsible for budget journals at the This role has access to: • Enter budget journals, budget transfers and budget adjustments • Upload journals using the Spreadsheet Budget Journal upload • Review and correct budget journal errors Should not be to a user with the Budget Approver role. N/A Budget Approver V_GL_COVA_BUDGET_APPROVER The Budget Approver is responsible for agency-level budgets. This role has access to: • Post budget journals through online or batch process • Delete budget journals through online or batch process • Post budget transfers and adjustments • Override agency budget exceptions Upload spreadsheet budget journals Should not be given to a user with the Budget Processor role. N/A
Descriptive Role Name Role Description Segregation of Duties Role Considerations General Ledger nVision Executer V_GL_COVA_NVISION_EXECUTER This role has access to: • Maintain the scope of nVision reports • Create nVision report requests This role may only be selected by employees of the following agency/division(s): Department of Accounts BOA This role requires the user to also have the CAFR Processor role. CAFR Processor V_GL_COVA_CAFR_PROCESSOR This role has access to: • Enter and report on CAFR ledgers (Cash, Modified Accrual, Full Accrual) . This role may only be selected by employees of the following agency/division(s): Department of Accounts BOA This role has to be assigned in conjunction with the Journal Processor role in order to be able to enter journal entries to the CAFR ledgers. <or> This role has to be assigned in conjunction with the Journal Approver role to be able to post CAFR entries, although there is no approval process for CAFR entries.
Appendix Statewide Central Statewide Central Roles are only available to select agencies and/or operations, for example: Department of Accounts (e.g., General Accounting, Commonwealth Vendor Group), Department of Treasury, etc. Any request to assign a Statewide Central Role requires approval from a designated Cardinal DOA Approver or specific designee noted in the table that follows. this Section This section outlines central roles in Cardinal. Please use the Statewide Central Roles & Descriptions below to understand the roles in Cardinal that will be controlled by central departments. The Additional User Roles & Descriptions Table provides the following information: • Role Descriptions • Restrictions • Role Considerations Statewide Central & Descriptions Table Descriptive Role Name Role Description Restrictions Other Role Considerations Vendor Maintenance Specialist V_AP_VENDOR_MAIN_SPECIAL This role has access to: • Enter vendors • Maintain vendors including financial sanctions, TIN matching, and 1099 reporting class setup • Configure Department of Small Business and Supplier Diversity (DSBSD) certification types and conversation keywords This role may only be selected by employees of the following agency/division(s): • Department of Accounts: CVG • Department of Accounts: General Accounting Vendor additions and maintenance will be owned by CVG. Users assigned to this role must also be assigned the Vendor Conversation Processor role. EDI Coordinator V_AP_EDI_COORDINATOR This role has access to: • Enter EDI banking information for vendors and employees This role may only be selected by employees of the following agency/division(s): • Department of Accounts: General Accounting N/A
Descriptive Role Name Role Description Restrictions Other Role Considerations DOA Special Paycycle Processor V_AP_DOA_SPEC_PAYCYLE_PROC This role has access to: • Run the special Paycycles for Petty Cash, Wire and Treasury Accounts Payable Business Units This role may only be selected by employees of the following agency/division(s): • Department of Accounts: General Accounting Users assigned this role should also be assigned the Row Level Security Permission List. Statewide Pre Audit Approver V_AP_PRE_AUDIT_APPROVER This role has access to: • Approve Capital Outlay transactions • Approve Legal Services transactions This role may only be selected by employees of the following agency/division(s): • Department of Accounts: General Accounting N/A Voucher Spreadsheet Processor V_AP_COVA_DOA_VCHR_SPD This role has access to: • Load vouchers into Cardinal using the Spreadsheet Upload This role may only be selected by employees of the following agency/division(s): • Department of Accounts: General Accounting Should not be given to users who have the Voucher Spreadsheet Approver, Voucher Approver, or Final Voucher Approver roles. Voucher Spreadsheet Approver V_AP_COVA_DOA_SPD_APPR This role has access to: • Approve Spreadsheet Vouchers using the mass approval page This role may only be selected by employees of the following agency/division(s): • Department of Accounts: General Accounting Should not be given to users who have the Final Voucher Approver, Voucher Spreadsheet Processor, Petty Cash Processor, Special Voucher Processor, or Workflow System Administrator roles. Users assigned this role should also be assigned the COVA Voucher Approver Role.
Descriptive Role Name Role Description Restrictions Other Role Considerations Statewide ChartField Administrator V_GL_COVA_STATE_CF_ADMIN This role has access to: • Maintain all of Accounts values • Maintain SpeedTypes/ Charts This role may only be selected by employees of the following agency/division(s): • Department of Accounts: General Accounting N/A General Ledger Tree Maintenance V_GL_COVA_TREE_COMBO_MAINT This role has access to: • Maintain trees in Cardinal Financials • Maintain Combination Edits This role may only be selected by employees of the following agency/division(s): • Department of Accounts: General Accounting N/A Statewide General Ledger System Administrator V_GL_COVA_STATE_SYSTEM_ADMIN This role has access to: • Update Open Periods • Maintain TableSet Controls • Maintain Business Units • Maintain Calendars • Maintain Journal Sources • Maintain Ledger Configuration • Maintain ChartField Value Sets • Maintain Actuals Closing Rules • Maintain Journal Generator templates • Maintain Accounting Entry Definitions • Run ChartField Configurator • Execute and Validate Actuals processes This role may only be selected by employees of the following agency/division(s): • Department of Accounts: General Accounting N/A
Descriptive Role Name Role Description Restrictions Other Role Considerations Statewide General Ledger System Processor V_GL_COVA_STATE_SYST_PROCESSOR This role has access to: • Unlock budget processes and GL Journals This role may only be selected by employees of the following agency/division(s): • Department of Accounts: General Accounting N/A Statewide Budget Administrator V_GL_COVA_STATE_BUDGET_ADMIN This role has access to: •Maintain budget periods •Maintain budget structures •Maintain budget closing •Execute and validate Budget Close processes This role may only be selected by employees of the following agency/division(s): • Department of Accounts: General Accounting N/A Statewide Budget Processor V_GL_COVA_ST_BUDGET_PROCESSOR The Statewide Budget Processor is responsible for Central-level Budgets. This role has access to: •Enter and delete budget journals budget transfers and adjustments •Review and correct budget journal errors •Upload spreadsheet budget journals This role may only be selected by employees of the following agency/division(s): • Department of Accounts: General Accounting N/A
DOA Journal Bypass V_GL_COVA_DOA_JRNL_BYPASS This role has access to: •Bypass the Cash Account balancing and Transfer Account balancing Journal Edits This role may only be selected by employees of the following agency/division(s): • Department of Accounts: General Accounting This role has to be assigned in conjunction with the Journal Processor or Journal Approver or Statewide Journal Approver role.