Click on a question below to view the answer. You can limit the results by clicking a category to the right and/or by entering a search term.

Access/Roles

The Data Access Guidelines for Access to Financial Data govern the access to financial data at UW. This allows authorized UW employess unrestricted access to financial data created by and maintained in the UW’s Financial Accounting System (FAS) and the information from FAS that resides in the Enterprise Data Warehouse.

To support this transparency to financial data, users accept a User Access Agreement. This agreement allows authorized employees to acknowledge awareness of duties and requirements associated with using fiscal data available to them in the performance of their duties.

Expanded access, in MyFD, means that any authorized MyFD user will have unrestricted access to 5 report areas. Users must be granted access to at least one MyFD budget, or organization code. Learn more about the unrestricted and restricted areas of MyFD in the table below.

Unrestricted Access Restricted to ASTRA role
Budget Profile Budget List
Budget Summary Budget Worksheet
Transaction Summary Reconciliation
Transaction Detail Source Documents
Encumbrances & Open Balances Query
  Expense Transfer & JV            

 

MyFD access is removed via ASTRA by department authorizers.

To remove access:

  1. Log in to ASTRA
  2. Select the Search & Edit Authorizations tab
  3. Enter the employees name (last, first), UWNetID or EID
  4. Click the Find and Verify button
  5. Select the appropriate person from the list (if more than one name appears)
  6. Click on Show Advanced Search Options
  7. Select MyFD from the applications drop down menu
  8. Click the Search for Authorizations Now button
  9. Check the box next to the item(s) to be removed
  10. Click Delete
  11. To finalize deletion, click on the Cart/Checkout tab
  12. Review the authorizations to delete and click on Checkout Now

MyFD access is granted via ASTRA, by department authorizers.

If a user has Inquiry access and needs to be granted Expense Transfer access, it is a best practice to edit the existing access, rather than grant new access. Read more about MyFD access on our webpage.

To edit access:

  1. Log into ASTRA
  2. Select the Search & Edit Authorizations tab
  3. Enter the employee's name, UWNetID or EID
  4. Click the Find and Verify button
  5. Select the appropriate person from the list (if more than one name appears)
  6. Click on Show Advanced Search Options, (just below the yellow search button)
  7. Select MyFD from the applications drop down menu
  8. Click on Search for Authorizations Now (Note: If no results are returned, follow instructions below for granting initial access)
  9. Click Edit next to the access to be changed
  10. Select the Expense Transfer action and unit staff role from the dropdown menu
  11. When finished, click on Ok, proceed to cart
  12. After all edits have been made, click on the Cart/Checkout tab
  13. Review the authorizations granted and click on Checkout Now

To grant initial access:

  1. Log into ASTRA
  2. Select the Create New Authorization tab
  3. Enter the employee's name, UWNetID or EID
  4. Click the Find and Verify button
  5. Select the appropriate person from the list (if more than one name appears)
  6. Select MyFD from the applications drop down menu.
  7. Select the appropriate action (for preparers, select Inquiry and for submitters, select Expense Transfer) and role (Unit Staff)
  8. Select the limit, either organization code or budget number
  9. When finished, click on Ok, proceed to cart
  10. After all authorizations have been added, click on the Cart/Checkout tab
  11. Review the authorizations granted and click on Checkout Now

How to identify your department authorizer:

  1. Navigate to the ASTRA page
  2. Click on the "Who can authorize me?" button
  3. Log into ASTRA using your UW NetID and password
  4. If you know the budget number you want access to, select the budget number radio button. Alternatively, select the organization button to enable organization code look up
  5. Enter either the number or description of your budget or organization code you wish to get access to, then click "Find and Verify"
  6. If there is more than one result, you will need to select the appropriate item
  7. Select MyFD (MyFinancial.desktop) in the Application pull down menu
  8. Click on the "Lookup Authorizers Now" button
  9. The names which are returned are the authorizers. You may contact those individuals and request access

Any UW employee can use ASTRA to view their MyFD authorizations.

  1. Login to ASTRA using your UW Net ID and password
  2. Click on "Show Me My Authorizations"
  3. ASTRA will display a list of authorizations including ASTRA Role, Application, Role, and Limit

For example, User, MyFD, Unit Staff (Inquiry), Budget 11-1111 would indicate that you have inquiry authorization for MyFD for Budget 11-1111.

NOTE: In ASTRA, expense transfer preparers will have User/Unit Staff/Inquiry authorization, while submitters/approvers will have User/Unit Staff/JV-Expense Transfer authorization.

The option to sort by PI budgets includes budgets that the PI has access to, not just the ones they are PI for. This can include budgets that the PI was given access to but no longer actively uses. In that case, the person who originally authorized the PI for that budget can remove the access in ASTRA.

In some cases, this can also happen when the budget number has been recycled. If the PI used the budget in a previous biennium, and that budget number is reactivated with a different PI and name, because of the records retention policy (three biennia, plus the current biennium) the PI's access will still show that budget. In this case, the PI can check the "active budgets only" box on the budget list, and that budget number will not show up. As the records retention ages out, that budget number will drop off of the PI's access.

There is no logout button in MyFinancial.desktop. MyFD uses the same "weblogin" as many other UW applications, and therefore has the potential to sign out other applications using this service (MyUW, eTravel, WebPine, eFECS, etc.).

When you are finished browsing UW websites such as MyFinancial.desktop, always remember to log out of these sites and the UW NetID "weblogin" service before leaving your computer. To do so, simply exit your Web browser.

To learn more about the logout process, please visit: User's Computing Guide to UW NetID Weblogin

PIs should have access to all of the budgets that they are the PI for; if they cannot access one of their budgets, verify that the field "Principle Investigator ID" on the Budget Profile Report lists the correct Employee ID Number for the PI.

If a PI needs to be changed or removed from a budget where they are shown as the PI, the request goes to the Office of Sponsored Programs (OSP) office. Once OSP authorize the change they notify GCA to remove the PI from the budget on the FIN driver. The FIN budget-PI data gets uploaded nightly to ASTRA so when changes are made to the budget/PI in FIN it is reflected the next day in ASTRA.

Departments should contact OSP at osphelp@uw.edu about changing the PI on a budget.

Once the changes are made to the budget in FIN, ASTRA will reflect the updated details the next day after the nightly upload.