[ctcLinkfinaidsupport] Item Type Security Information

[Ana Ybarra]

Good afternoon,



Each of us, as members of Washington's community and technical college system, is entrusted to administer financial aid and other programs as responsible stewards. We must ensure segregation of duties is practiced using Item Type Security. It is important that only staff members with the proper authority can award or post items to an account.



Why it matters

Segregation of duties is required so that no one individual has sole control over both awarding and refunding. Such practices violate several federal, state, and accounting requirements, creating a fraud risk liability, and opening the college to findings by State or Federal Auditors.



Background

Item Type access was not restricted. This meant that staff could post charges for tuition and federal aid; thus, bypassing the financial aid systems. After Item Type Security was implemented, staff access was limited. For example, Student Financials staff should no longer be able to Quick Post Financial Aid or Tuition Waivers.



What's the concern?

Now that colleges can assign Item Type security, we're finding that staff are being granted security which puts their college at risk for an audit finding or fraud.



Where does my college stand?

The Local Security Administrators should have the latest report and can work with SBCTC to get in alignment.



What can Local Security Administrators (LSAs) do?

By Sept. 11, 2023, each LSA should review Item Type access for their college.



The Item Type Security Reports<https://ctclinkreferencecenter.ctclink.us/m/96102/l/1651022-item-type-security> are used to review item type access to keep up with all changes to ctcLink.



Learn more

To view the Student Financials (SF) Item Type Security, Feb. 16, 2023 - Canvas video<https://sbctc.instructure.com/courses/2056628/pages/item-type-security?module_item_id=69908374>, register for the ctcLink Work Sessions series<file:///C:/Users/alanser/Downloads/%E2%80%A2%09https:/www.sbctc.edu/colleges-staff/it-support/ctclink/ctclink-training-registration#worksessions>.



What happens if our college does not comply?

The SBCTC teams conduct periodic audits. If staff members are out of compliance related to Item Types, the audit findings will be delivered to the appropriate leaders.



Questions?

We are here to help! Please contact our Student Financials or Security team.

Thank you,
[Compass]Dani Bundy
Director of ctcLink PeopleSoft Customer Support
dbundy at sbctc.edu<mailto:dbundy at sbctc.edu> * o: 360-704-1028 * c: 360-619-8960 sbctc.edu<https://www.sbctc.edu/>

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