Information Technology Policies and Standards

Title
Access To Financial Systems Policy
Type
Policy
Category
Security
Status
Deprecated
Approved
01/09/2013
Revised
12/21/2012
To Be Reviewed
01/09/2013
Scope
This policy is to limit the City of Albuquerque's exposure to fraud and theft of its assets by ensuring that its financial systems (e.g., HR/Payroll, ERP, [GEAC ,Anchor Point, PS Cap, AR, GL], are accessed only by authorized personnel.
Policy
City employee access to financial systems will be granted only upon the written approval of the system owner. The level of access will be granted based on the duties to be performed and approved by an immediate supervisor. Conflicting access shall not be approved. Conflicting access would include the authority to both request and approve a financial transaction. The ITSD will take all steps possible and practical to restrict access to systems that processes financial and or monetary transactions to limit the opportunity for theft and fraud. This includes, but is not limited to, payroll, accounts payable, accounts receivable, general ledger, chargeback, and purchasing systems.

Access provided to temporary staff will be based on an as-needed basis upon the written approval of the Users Manager. Access provided to Non-City Personnel/Contractors will be based on an as-needed basis upon written approval of System Manager and City sponsor. It is the responsibility of the System Manager or City sponsor to request termination of access immediately upon the fulfillment of the contract.
Rationale
It is the City of Albuquerque's obligation to the community and its employees to eliminate opportunities for loss of assets by providing rules, regulations and procedures that meet accepted accounting control practices designed to prevent these losses. The City will terminate access immediately upon inappropriate use of granted access.

NOTES: Extract Policy Provision information to Procedures.

Contact: Arthur C. Montoya, (505) 768-2925