About GFS

Access

Access to use GFS modules and reports for administrative work requires special authority. There are multiple steps in the authority-granting process.

  1. Complete the required training for the role you need as described below. All GFS Roles have a prerequisite of completion of the PeopleSoft Concepts and Compliance course.
  2. Your manager must submit a request to the Authority Grantor for your School or Business Area specifying the authority role to be granted to you in writing. The request must include your name, SUNet ID, email address, department, and an explicit statement of job responsibilities/roles requested and business justification.
  3. The Authority Grantor enters role-specific transactions into Authority Manager to indicate the authority to be granted. At this time Home Department Approver is the only role managed outside of Authority Manager.
  4. An automated process matches the Grantor's entries in Authority Manager with training completion in STARS, and subsequently establishes the appropriate GFS security.
Role: If you will perform this function: Complete this Online Training Module (s):
All Roles require the completion of PeopleSoft Concepts and Compliance .
GFS View Only View information in all GFS modules and reporting

Introduction to Managing Financial Support in GFS (GFS-1000)
AND at least one
Managing Graduate Aid in GFS (GFS-1001)

OR
Managing Postdoctoral Support in GFS (GFS-1002)

OR

Managing Support for Non-Matrics in GFS (GFS-1003)
GFS Reports Only View information in GFS BI Reports but not in the application Introduction to Managing Financial Support in GFS (GFS-1000)
GFS Entry for Grad Students Enter support for Grad Students, view data for Postdocs and Other Non-Matrics, and reporting

Introduction to Managing Financial Support in GFS (GFS-1000)

AND

Managing Graduate Aid in GFS (GFS-1001)
GFS Entry for Postdocs Enter support for Postdocs, view data for Grad Students and Other Non-Matrics, and reporting

Introduction to Managing Financial Support in GFS (GFS-1000)

AND
Managing Postdoctoral Support in GFS (GFS-1002)

GFS Entry for Other Non-Matrics Enter support for Non-Matriculated students including Visiting Student Researchers, view data for Grad Students and Post Docs, and reporting

Introduction to Managing Financial Support in GFS (GFS-1000)

AND

Managing Support for Non-Matrics in GFS (GFS-1003)
GFS Approver Roles
GFS Home Department Approver Each department is required to have at least one Home Department Approver (HDA) who will approve transactions for any type of student in that department. This responsibility can be shared although each transaction only requires one Home Department Approval.

Introduction to Managing Financial Support in GFS (GFS-1000)

AND
Managing Graduate Aid in GFS (GFS-1001)

AND
Managing Postdoctoral Support in GFS (GFS-1002)

AND

Managing Support for Non-Matrics in GFS (GFS-1003)
GFS Financial Approver Financial Approvers are assigned based on the task owning org of the PTA used to fund the student. Understanding Cost Policy (DOR-1101)
GFS Engineering Research Approver ERA Approvers are assigned in lieu of financial approvers for specific funds. Understanding Cost Policy (DOR-1101)
Roles Related to Student Financial Services
GFS Item Type Requestor Request new Item Types for use in GFS.

GFS Item Type Training (SFS-1000)

After completing the training, submit a ServiceNow ticket to Student Financial Services and attach the Certificate of Completion that is provided to you upon completion of the course.
Student Financials for Department Users Review transactions on a student's account

How to Use Student Financial Services Systems (SFS-1002-WEB)

Once this prerequisite training is complete, you will receive an email from Student Financial Services confirming system access has been granted and will be provided with a new login URL (1-3 business days after completion).

For assistance with system access, please contact student_financial_services_team@lists.stanford.edu.

For information about any other PeopleSoft modules, see PeopleSoft Training Requirements.  For information about the Postdoc Web Forms System go to the Office of Postdoctoral Affairs.

Updated on February 10, 2023 3:59 PM