Financial Systems Security Control
Procedure for SPS Accounts Payable Codes

Step 1: An employee, who requests the access or modification to the SPS Accounts Payables codes , should send an email, including their manager in CC, to the Financial Systems & Reporting (FSR) group’s generic email address at NC-FAS-SFA-FINANCIAL_SYSTEMS_ACCESS-ACCES_AUX_SYSTEMES_FINANCIER-GD requesting access or modification to the SPS system. (It can also be sent directly by the manager requesting access/modification for his employee). In order for the request to be processed, the following information needs to be provided:

• Name, Title of Employee
• Name, Title of Manager
• RC of Employee
• Region Code of Employee
• Action to be performed by this request (Create, Update or Delete etc)
• Product Codes *(see note No.1)
• Level of Access (Inquiry, Input, Approval or Print)

Step 2: Once the email has been received by the FSR group, an SPS Security Access Control Officer (SACO) will complete the required PWGSC 5136 form with the appropriate information and return the completed form to the employee, and his manager, by email attachment.

Step 3: Upon reception of the email and form, the employee must do the following:

• Validate the information on the form. If changes are necessary, they must be made electronically;
• Print out a hardcopy of the form, sign the first page and initial the bottom of the second page; the form should also be signed by the manager of the employee *(see note No.2);
• Return the signed form to the FSR group by email to, NC-FAS-SFA-FINANCIAL_SYSTEMS_ACCESS-ACCES_AUX_SYSTEMES_FINANCIER-GD, including their manager in cc.

Step 4: The SACO will then process the request with PWGSC and inform the employee once the account is created, modified or deleted.

Please note that PWGSC will only accept PWGSC 5136 forms that are completed electronically. The only accepted fields for hand written information are the employee’s and manager’s signatures.

For any question on this procedure, please contac the FSR group at NC-FAS-SFA-FINANCIAL_SYSTEMS_ACCESS-ACCES_AUX_SYSTEMES_FINANCIER-GD

Note No. 1. Product codes List

Note No. 2

1. Employee signs in box 19, while the manager signs in box 18. Managers who sign this form should have section 34 signing authority.
2. All employees requesting an EAA key must have section 33 signing authority.