Who needs to apply for access?
Fund Financial Managers or Principal Investigators (FFM/PI), those who are directly responsible for administering funds:
- Have automatic access to query fund balances and transactions posted to their funds and grants in Minerva.
- If you are a FFM/PI and would like to have Banner access, you need to take GEN 300 (in class course offered by IT) and take FIS 401 and FIS 430 (online FIS courses). Please refer to the How to request access to the Finance Module in Banner section below.
Administrative staff and others who need access to query financial information and process transactions must:
- Attend training
- Submit the appropriate authorization form (you must attend the pre-requisite training courses prior to submitting the authorization form)
You must have a valid McGill ID in order to be granted finance access.
| "Finance access" is NOT NEEDED to perform the following tasks: | You need access to the FINANCE MENU IN MINERVA if you need to: | You need access to the FINANCE MODULE IN BANNER if you need to: |
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How to request access to the Finance (Fund) Administration menu in Minerva
| Pre-requisite Course(s) | To Register | Form to Submit (after the course) |
|---|---|---|
| FIS 401 | Log in to Minerva > Employee menu > Training menu > Financial Services | FIS Authorization form |
How to request access to the Finance Module in Banner
| Type of Access | Pre-requisite Course(s) | Training Calendar | To Register | Form to Submit (after the course) |
|---|---|---|---|---|
| Banner Finance Access | FIS 401 + GEN 300 + FIS 430 | Online | Log in to Minerva > Employee menu > Training menu > Financial Services | FIS Authorization form |
| JE16 access (process journal transfers from one fund to another) |
Be an active Finance User + Banner access (see above) + FIS 439 |
Online
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Log in to Minerva > Employee menu > Training menu > Financial Services
|
JE16 Authorization form (System Access Forms) |
| Budget access (only applies for 1A and 1B Operating funds) | Banner Finance access (see above) + BUD 314/BUD 320 | Log in to Minerva > Employee menu > Training menu > McGill Budget Module | Contact the Budget Team in the Analysis, Planning and Budget office (Your Faculty Financial Officer/Budget Contact - Analysis, Planning and Budget will let you know if you need this type of access.) |
|
| Finance AR access |
GEN 300 + FIS 401 + FIS 420 |
Online |
Log in to Minerva > Employee menu > Training menu > Financial Services
|
Banner AR (Accounts Receivable) Authorization (System Access Forms) |
How to request FIS access for an External User
You must have a valid McGill ID in order to be granted finance access. If you do not have a valid McGill ID or are a hospital employee, you may request a McGill ID by submitting the Request/Renew a McGill ID for External User form.
| Type of Access | Steps to Take | Pre-requisite Course(s) | To Register | Form to Submit (after the Request/Renew a McGill External User form is processed) |
|---|---|---|---|---|
| Shop and place orders in the McGill Market Place (MMP) |
Submit the Request/Renew a McGill ID for External Users form*
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N/A | N/A | Submit the sponsorship request by following the instructions How to sponsor a requestor |
| Submit Advance and Expense Reports for someone else. (Note: you will not be able to submit ADV/EXR for yourself as you are not a McGIll employee) |
Submit the Request/Renew a McGill ID for External Users form
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N/A | N/A | Submit the sponsorship request by following the instructions How to sponsor a requestor |
| Access to the Finance (Fund) Administration menu in Minerva and perform the following tasks: • Query Fund/Grant balances • View transactions posted to Funds/Grants • View monthly financial statements • View payroll details (optional) • Process adjustments on past payroll transactions |
Submit the Request/Renew a McGill ID for External Users form*
|
FIS 401 – Introduction to Finance and Minerva |
Submit a ticket to FIS Service Desk via the Finance Service Desk Portal to register the individual for the pre-requisite online FIS 401 course. Provide full name, McGill ID, email address and mention that the individual is setup as an External user. |
Once the course is completed, please fill out and submit the FIS authorization form found on the Financial Services website. |
Instructions on how to complete the Request/Renew a McGill ID for External Users form:
- Complete all 3 sections of the the Request/Renew a McGill ID for External Users form
- In Section 2, the appointment start and end dates are mandatory
- In section 3, the sponsor would be the Faculty Financial Officer (FFO) within your Faculty
- Make sure the form is signed by the Applicant and the Sponsor
- Email the completed and signed form to FIS Security at fissecurity.acct [at] mcgill.ca
- Once the form is processed, the requestor will be notified via email.
The Request/Renew a McGill ID for External Users form will be forwarded through the ticketing system and processed by Procurement Services.
It is recommended to request an affiliate email account for external users. Please contact IT Support at (514) 398-3398 or submit a ticket via the IT Support Portal (https://mcgill.service-now.com/itportal), or refer to the following link: https://mcgill.service-now.com/itportal?id=kb_article_view&sysparm_artic...
Note: To renew or extend a McGill external user, please complete and submit a new Request/Renew a McGill ID for External Users form.
Data Warehouse Access
In addition to Minerva/Banner Finance access, you should also apply for Data Warehouse access. This will allow you to run the web and crystal report templates found in the FIS Reporting section of this website.
Resources
As a FIS User, you are automatically added to the FIS listserv. This listserv is used to communicate important memorandums and announcements. You will also receive monthly emails when your financial statements are ready to be picked up in Minerva.
All messages sent out on the FIS listserv are added to our Announcements channel, visible on our home page. Month End deadlines are also posted on our home page.
For finance administrators, there are a variety of deadlines and tasks involved in our Year End of April 30th. More information can be found on our Year End page.
Frequently Asked Questions
| Questions | Answers |
|---|---|
| I submitted the FIS Authorization form – has my access been processed? | It may take up to 5 business days to process your FIS access. If after 5 days, you have not received an email, contact fissecurity.acct [at] mcgill.ca (FIS Security.) |
| I cannot log in to Minerva or Banner/what is my username and password? | For Minerva, consult the IT Knowledge Base for more information. Your Banner username is displayed in Minerva and may also be re-set. Consult our website for more information. If you require additional help, contact the IT Service Desk by phone at 514-398-3398 or submit a Request. |
| I took the finance training courses many years ago, but, have not had finance access in several years. Do I need to take the pre-requisite courses again? | No - as long as you have taken the pre-requisites for access once, you do not have to take them again. Should you wish to take the courses as a refresher, we invite you to attend. |
| I have access to all funds associated with a certain Fund Financial Manager (FFM) or Principal Investigator (PI). A new fund was just opened - why don’t I have access to it? | If your query access is set-up on a fund-by-fund basis, you need to submit the FIS Authorization form each time a new fund associated to that FFM/PI is opened. |
| Is it possible to see a listing of all funds I have access to? | Yes – log in to Minerva and go to Finance (Fund) Administration > Financial Statements and open the Financial Statement report entitled Summary of Free Balances by User Security FZRG0055. |
| As a Supervisor/Manager, I need to change an employee’s access with regards to querying funds – what should I do? |
If you need to remove access to query specific funds, notify fissecurity.acct [at] mcgill.ca (FIS Security) by email - be sure to include the employee’s full name and McGill ID, along with the fund codes. If you need to request query access to additional funds, submit the FIS Authorization form. Only include the new funds to be added and ensure that the appropriate individuals sign the request. |
| An employee is moving to another position in the University/is leaving McGill. As a Supervisor/Manager, do I need to do anything with regards to their FIS access? |
Whenever an employee changes positions, you should notify fissecurity.acct [at] mcgill.ca (FIS Security) by email so access may be terminated – be sure to include the employee’s full name and McGill ID. If an employee will still work within the same Unit and:
When an employee leaves the University, you should notify fissecurity.acct [at] mcgill.ca (FIS Security) by email so access may be terminated – be sure to include the employee’s full name and McGill ID. |