Financial Operations Committee

Ask the Technology Operations Committee chair or the Websites Committee chair to provide you with the following:

• Full access to content on this website. Normal access does not permit viewing of some pages such as the Helpful People page. 
• Administrative access to and inclusion in the Business Managers group of ASURA's Wild Apricot implementation. 

If you want to use equipment in the ASURA office, you will need the door access code, since the office is staffed only a few hours per week.

There is a nicely-equipped "Operations" office in the ASURA office suite. It can be yours to use for this assignment. 

Equipment that you may want to use: computer, printer, scanner. The scanner is handy if someone sends you paper receipts or other documents that have to be uploaded electronically. However, you can also use the camera on your phone to make digital images of documents, so a scanner is not essential.

Ask the office coordinator for the door access code.

In order to access anything at ASU that requires logging in, you must have an ASURITE UserID. In order to request access to ASU Workday, you will also need to be established as a courtesy affiliate (assuming you are not currently employed at ASU) and a contingency worker.

• If you do not have an ASURITE User ID, you can obtain one as part of the following step (requesting a courtesy affiliate account).
• To be established as an ASU courtesy affiliate ask the HR account contact to submit a request. You will need to be set up as an "outside consultant hired on contract" or "contingency worker" in order to access our account on ASU Workday.  If you have an ASURITE User ID, provide this for inclusion in the request. When this is approved the person who submits the request is listed as your ASU manager.
• Once you are set up as a courtesy affiliate the HR account contact can request your "Department View Only" access to Workday.

This may take a few days. If you have not heard anything in 5 business days, ask your contact to check on it for you, to make sure the request is in process. 

If you have not used ASU Workday before, you can take advantage of the Foundation Workday training (see next item) to get a sense of how to navigate. The report names and formats are different, but the general way things operate is the same.

The access you need for ASURA accounts in the ASU Enterprise Partner's (ASU EP) Workday system is called "Gift Approver" or perhaps "Gift Manager". FYI, the roles available are:

• Gift Manager - The person responsible for the account, usually the ASURA Treasurer. It may also be an ASURA Financial Operations Manager. There is only one of these per account and they are the primary second level signer.
• Gift Approver - First level signer and additional second level signer.
• Gift Financial Analyst - View only, no process approval allowed.

To request access, complete and submit the "Database User Agreement". If you are questioned before this is approved, indicate your role and the gift hierarchy you will need access to: Z1133 Retiree's Association. If you are asked for approval and there is not a previous Financial Operations Manager available to provide it, ask for an email from the ASURA President or Treasurer.

Once you are set up for access, you will log in by navigating to https://wd5.myworkday.com/asuep/ (good idea to bookmark this in your browser). Supply your ASU email address ([email protected]) at the prompt, then click on the Faculty/Staff/Student Worker button and login with your ASURITE credentials.

Particularly if you have not used ASU Workday, you will want to sign up for basic training in using Foundation Workday. Do so by clicking on the "Personal" icon on the Foundation Workday home page, then Learning - Topics - Finance. Choose Workday Finance 101 and sign up. You will also need Workday Expense/ Commercial Card Training (see next topic below), so sign up for that too.

Once you have your Foundation Workday access, you should request a credit card for yourself You will also need delegate status for each card issued to an ASURA person.

To request your own card "Create Request" in the search box on the Foundation Workday home page, then on the Create Request item. Type "credit card" in the Request Type box and select  "Credit Card-New". Click on the link on the page that appears. You will be directed to a credit card request form.

• For manager/supervisor enter the ASURA Treasurer's name and email. 

• Credit Card Request Type is "New credit card".

   

Once submitted and the request is approved by the Treasurer, you should receive a follow-up form.

• If there is a backup in ASURA who could process expense reports for charges to your card if you are unavailable, name them as your delegate. Otherwise, you may want to use our Foundation account help contact as a delegate for backup. Ask them first, of course.

• Sign up for the credit card training if you have not already done that.

   

You need delegate status for ASURA credit cards so that you can see the charges and submit expense reports for them.

To request delegate status for others' ASURA credit cards, send an email to [email protected] that lists the names of the credit card holders. You can see who these are by clicking on the profile icon  on the Foundation Workday home page -- upper right corner - and clicking on "Switch Account".

If your predecessors are no longer going to be involved, you should request that their cards be canceled, using the same request process that you used to request a new card for yourself.

ASURA has been using Quicken software for tracking against the ASURA budget.

If you already have your own copy of Quicken, you can use that with the ASURA file. There is a copy of Quicken installed on the computer in the Operations office.  If you want to work from home and don't have Quicken, order a copy (preferably a downloadable copy) with your credit card. The version doesn't matter -- any version should be fine for this simple job.

If you are using Quicken in a place where unauthorized access might be a problem, use "File-Set password for this file" within Quicken to secure access to the data. You will be asked if you want ownership to transfer to you, which you do want.

Obtain a backup of the latest Quicken file. Backups are in the Wild Apricot Files - Financial Records - Quicken Backups. Unzip the backup and use the Quicken restore from backup function to install it.

If you are not familiar with Quicken - you can learn easily. There are many tutorials available -- just use your browser to search "Quicken tutorial".

If you don't have Microsoft Excel on your computer, you should purchase a copy of Microsoft 365 with your ASURA credit card and install it. You will need to use Excel to create and maintain financial reports. 

The computers in the ASURA office do have Microsoft 365 installed.

There are a few places that have a billing contact for ASURA registered. You should update those to have your own contact information and, where applicable, credit card.

• Wild Apricot. ASURA is set to automatically renew our account for two years, in October. When logged in using the Admin view, click on Account in the menu on the left. If you don't see Account, click on the home icon in the top left to get the left menu. Click on Billing from the menu at the top, note the next billing cycle and the amount, and update credit card and billing contact details. For the credit card details, use your own email address and phone, but for the address, use the one we use with the Foundation credit cards.
• Zenfolio. ASURA is set to automatically renew our account annually, in late April. You can ask the Technology Manager to help get you logged in to the site. Once logged in, from the asura pulldown in the upper right, choose, account. Under billing, choose Payment information. Update the credit card and billing information. The address is stable, but you should use your own name and phone number.
• ASURA's Zoom account, set to automatically renew annually in early January. You can ask the Technology Manager to help get you logged in to the site. Once logged in, from Admin-Account Management - Billing Information edit the Primary Payment Method.
• AROHE (Association of Retirement Organizations in Higher Education). ASURA has been renewing its membership to this organization each year. We have an unlimited bundle membership for a small organization. You should be set up as the bundle manager and the billing contact. This is best accomplished by having your predecessor email [email protected] with the new information. Eventually you will receive an email confirming and inviting you to log in. As the bundle coordinator, you can pay for the membership online with your credit card.
• Adobe team account, set to automatically renew in August. You need to get established as the "contract owner" in order to view and change the billing information. Steps to become the contract owner are:
  • If you don't already have an Adobe personal account, create one using your email address.
  • Have one of the current account administrators for the Adobe team account add you as an administrator.
  • If the current account owner -- presumably, your predecessor -- is available and able, have them nominate you to become the contract owner. You will receive an invitation to become the contract owner. You then have to accept the terms and conditions and enter your Foundation credit card information. 
  • If the current account owner is not available, follow directions for "If the contract owner isn't available" -- scroll down the page until you see these instructions.