Applications Group | Division of Finance | University of Pennsylvania

The Applications Group manages Penn's financial applications, BEN Financials, in order to support timely and meaningful financial transaction entry and reporting.

We facilitate compliance with generally accepted accounting principles, regulatory requirements, and with Penn policies and procedures by enforcing adequate controls within the application systems.

We work closely with business owners in the Comptroller's Office, Purchasing Services, School and Centers, and Information Services and Computing (ISC) to ensure that Penn's financial systems meet the University's needs.

Consistent with Information Systems and Computing's recommendations for accessing Penn's central administrative systems, these are the desktop configurations for BEN Financials. Consult your Local Support Provider if you have questions or need assistance installing the software.

Windows 7 and 8

Windows 7 and 8 are the only version of Windows certified.

Recommended Configuration: Desktop Standard

Web Browser:Internet Explorer 11.0 (32 bit version) and Firefox 52 ESR (32 bit version) through the current version
NOTE: In order for IE 11 to work with BEN Financials. ‘upenn.edu’ must be added to the Compatibility View (Tools > Compatibility View settings).

NOTE: Planning users will not be able to access Planning using IE 11. Browser recommendations for Planning is located here: Office of Budget and Management Analysis

Client Software:
- BEN Financials and BEN Pays Invoice Imaging: Java 1.8 Update 151 will be the lowest version of JRE that will be supported for use with BEN Financials (All updates higher than 151 are expected to work but have not been formally certified. Please ensure that the Java is the "32-bit version" and not the "64-bit version", so that the Java matches the web browser's "32-bit" version).
- BEN Requisitions and Penn Marketplace: Java is NOT required for end users who have access ONLY to the Requisitioner responsibility (i.e., to shop in the Penn Marketplace)
- BEN Pays Invoice Imaging: Invoice imaging browser based viewer requires Flash Player. The vendor supports Adobe Flash Player version 10 and above for use with the MarkView viewer, provided that the version is supported by Adobe for the operating system and browser version in use.
- Users that have access to Oracle Web ADI for uploading journals or maintaining TEM/Concur data can use Office 2010 or Office 2013. In order for the ‘Add-In > Oracle’ tab to display in Excel, users with Office 2013 may need to clear browser and Java cache and delete temporary internet files prior to using Office 2013 for the first time with Web ADI.
- Further details on JRE installation for BEN Financial are located here.

Display:
- 1024 x 768 or above resolution
- 17-inch or larger monitor recommended, but not required

Mac OS 10.x

Requirements for BEN Financials and BEN Pays Invoice Imaging: To use BEN Pays, BEN Balances, and/or the full complement of BEN Buys capabilities, you will need this configuration:

Intel-based Mac with Mac OS 10.7.x, 10.8.x, 10.9.x

Minimum Recommended Configuration: Desktop Standard

OS X Lion (10.7), Mountain Lion (10.8), and Mavericks (10.9) are certified by Oracle

Web Browser: Safari 6.2.x, 7.1.x, 8.0.x, 9.0.x

Client Software:
- BEN Financials and BEN Pays Invoice Imaging: Java 1.8 Update 151 will be the lowest version of JRE that will be supported for use with BEN Financials (All updates higher than 151 are expected to work but have not been formally certified. Please ensure that the Java is the "32-bit version" and not the "64-bit version", so that the Java matches the web browser's "32-bit" version).
- Users that have access to Oracle Web ADI for uploading journals or maintaining TEM/Concur data can use Office 2010 or Office 2013. In order for the ‘Add-In > Oracle’ tab to display in Excel, users with Office 2013 may need to clear browser and Java cache and delete temporary internet files prior to using Office 2013 for the first time with Web ADI.

Display:
- 1024x768 or above resolution

Windows and Macintosh: Additional Information

For additional information on desktop standards or if you are purchasing a new system, consult your local support provider (LSP) or refer to the Desktop standards.

Only network printers are supported for printing Concurrent Manager reports from BEN Financials.

Any Hewlett Packard (HP) LaserJet model which is NOT a Host Based Printer, supports PCL print language, and contains an internal or external JetDirect card meets this requirement. In general, any HP LaserJet printer that conforms to Printer Control Language (PCL) level 5 and is IP addressable, or any Apple LaserWriter (also IP addressable) in Postscript mode only, will be supported for application printing.

Other non-HP or Apple printers that can emulate HP and use PCL5 or Postscript may be supportable as well.

Combination devices (even though manufactured by HP, and/or using PCL 5), such as machines that integrate printing with fax or copy functions, may be usable for BEN Financials printing, but are problematic and are not supported.

NOTE: BEN Financials reports are printed in black and white, using plain text, even if the printer used supports color printing.

Overview

There are two important areas to consider when thinking of data security. One is protecting data, especially sensitive data, from compromise. Data is compromised when an unauthorized individual reads or changes it.

The second area is protecting the use of personal IDs. Each BEN Financials record is stamped with the logon ID of the person who entered or modified the record. If someone other than the user enters or modifies data using his/her logon ID, the user is held responsible for the changes.

It is the responsibility of all BEN Financials users to be familiar with and follow the advice in the brochure "Information Security at Penn" available at: Office of Information Security.

Logon IDs

Logon IDs are used to identify the person responsible for entering and changing data in the BEN Financials system. They are issued by a central authority granting access to a system or application. BEN Financials Logon IDs are the same as the user's PennKey ID.

Passwords

Passwords are used to secure logon IDs from use by unauthorized individuals. Passwords are created by the user. If carefully chosen and protected, the password is the user's best line of defense for protecting data.

Protecting Sensitive Data from Disclosure

Sensitive or confidential data includes any data which could cause harm, either to the University or to the subject of the data, if disclosed. Examples include payroll information, medical information, performance appraisals, social security numbers, student records (legally protected), etc.

Data can be compromised if a PC or laptop is stolen, diskettes or files are stolen, someone sits down at an unsecured desktop computer (user logs on and leaves the area), or someone obtains a password and abuses privileged data. Sensitive data (IDs and passwords) can be captured while being transmitted over a network from the desktop to a server.

The user can prevent data compromise by securing computers and media - keep offices locked, use locking file cabinets for storing removable media (disks, tapes, etc.) and use locking screen savers. Insure file sharing programs are properly installed for the user's computer (Macintosh file sharing, Microsoft Windows 98, Novell).

Social Security Numbers (SSN) must be treated with confidentiality. Social security numbers can be used to obtain a variety of personal data. Users can protect SSN confidentiality by:

Using SSNs only for University purposes
Always logging off when leaving a terminal unattended
Shredding lists containing SSN numbers

Protecting Critical Data from Loss

Critical data should be backed up to guard against loss due to equipment failure or loss. Software does not need to be backed up but the original diskettes should be stored in a safe place. Each user should determine how much data he/she can afford to lose and then should back up data accordingly. Backups should be kept in a different location. Use lock down equipment on computer if it is not installed in a locked office.

Note: BEN Financials data is backed up at the system level. This section is included to remind BEN Financials users that data downloaded to desktop servers, Local Area Networks (LANs), DEC, UNIX or other mainframes should be safeguarded from loss.

Computer Security Statement

To insure that all computer users are aware of the security policies at the University, the following statement will be reviewed and acknowledged by all computer users annually.

As an individual whose position requires interaction with any or all of the University's administrative information systems, I understand that I may be provided with direct access to confidential and valuable data and/or use of data/voice systems. In the interest of maintaining the integrity of these systems and of ensuring the security and proper use of University resources:

I will maintain the confidentiality of my password for all systems to which I have access.

I will maintain in strictest confidence the data to which I have access. The Information viewed will not be shared in any manner with others who are Unauthorized to view such data.

I will use my access to the University's systems for the sole purpose of Conducting official business of the University. I understand that the use of these Systems and their data for personal purposes is prohibited.

I understand that any abuse of my access to the University's systems and their data, any illegal use or copying of software, any misuse of the University's equipment, may result in disciplinary action, loss of access to the University's systems, and possible sanctions up to and including dismissal from the University.

A dedicated browser is recommended for a BEN Financials session. Users will logon to BEN Financials through the logon page located at the following URL: BEN Financials

There are three levels of security for BEN Financials. The first is the application logon ID, second is the BEN Financials responsibility and third is ORG security. Each of these levels serves a purpose in insuring that only authorized users have access to the system and that they only have access to the appropriate screens, functions, and data within the system.

Users should contact their Business or Access Administrator. with database and security questions or problems.

Overview

Completion of BEN Financials training is required to obtain access to BEN Financials applications.

In addition to training, a BEN Financials Access Request eForm.

New Requests

The Requestor completes a BEN Financials Access Request eForm. The Requestor will be required to select their Supervisor and submit the eForm. The eForm will be routed to the Supervisor who will be required to select the School/Center Access Administrator. The eForm will route to the School/Center Access Administrator who may approve the eForm.
When the School/Center Access Administrator approves the eForm, the completed eForm will be routed to Purchasing Services if a BEN Buys responsibility was requested or it will be routed directly to Financial Systems if a non-BEN Buys responsibility was requested. Financials Systems will approve and process the eForm.
Once the eForm is processed, an email will be generated. The email will contain the Requestors BEN Financials Username ID and instructions on how to obtain your BEN Financials password.
Note: The BEN Financials Username ID is the same as the user's PennKey ID.

Change Requests

Modifications of BEN Financials security profiles must be requested by completing the BEN Financials Access Request eForm. All approvals (i.e. Supervisor and School/Center Access Administrator) are required on requests for new IDs, adding new responsibilities, changes and/or modifications i.e. removing a responsibility, adding/removing ORG security, etc.

It is essential that Supervisors complete a BEN Financials Access Request eForm for each and every staff member who transfers to another department. Each BEN Financials Logon ID has Organization specific security. This security access must be terminated when the employee goes to another position.

Deleting Logon IDs

A BEN Financials Access Request eForm must be completed for staff members that resign, are terminated or retire from the University and have access to the BEN Buys application (PO Manager responsibility).

The New Requirements will be as follows:

Passwords must be a minimum of 8 characters
Must include at least one uppercase letter, one lowercase letter, and one number

Overview

The Logon ID identifies the user to BEN Financials. Any use of the BEN Financials applications is the responsibility of the user, identified by logon ID. As part of the logon ID, it is important that BEN Financials users choose passwords carefully and guard against anyone else using them.

A temporary password is assigned when the logon ID is assigned. The user is required to change the password when logging into the application for the first time. Passwords should be changed at regular intervals and at any time they may have been compromised.

Security Passwords - What's the Big Deal?

The password is what prevents other people from misusing University administrative systems in the user's name. If a password is compromised - if it is shared with someone, written down or scripted in any automatic logon - then other people can misuse University systems and it will appear as if the user did it.

Passwords are stored in an encrypted format in password files. The average user would not be able to look at the file and determine an individual's password. However, some individuals have been able to steal files and "crack" or decipher the encrypted codes to illegally learn passwords. One "cracking" method is to obtain the encrypting program, encrypt every word in the dictionary and then compare that list to the list of encrypted passwords. If an individual's password is in the dictionary, the "password cracker" then knows what it is. This is why it is important to choose strong passwords. Strong passwords are those that don't appear in crackers' dictionaries - include special characters (e.g. *,!,+,?), numerals and a mixture of upper and lower case letters.

Protecting Passwords

Don't script the password (put it into programs that can be read by others)
Don't write the password down
Don't give the password to anyone - a boss, a friend, a systems administrator, anyone!
Change the password regularly
Pay attention to the date last logged in to be sure no one else is logging in
Don't send passwords through e-mail

Choosing Passwords

Choose a strong password - not one that could easily be guessed
Be creative
Do not use:
- Birthdays
- Family names
- Words that could easily be identified with the user
- English words or phrases
- Proper nouns
Do use:
- Numerals and special characters such as * & ^ +
- Symbols which look like or sound like letters or words, e.g., instead of 'timetogo' use 'Tyme2Go'
- A mixture of upper and lower case

Application passwords must be comprised of:

Passwords must be a minimum of 8 characters
Must include at least one uppercase letter, one lowercase letter, and one number
Passwords must not contain repeating characters

Note: The application password is case sensitive

BEN Financials Logon

A dedicated browser is recommended for a BEN Financials session. Users will logon to BEN Financials through the logon page located at the following URL: BEN Financials

Procedure

Click on the BEN Financials link
- The BEN Financials Login Screen will display

BEN Financials Login Screen

The user must logon to the BEN Financials application.

Procedure

Type application logon ID in the User Name field [Press Tab]
Type application password in the Password field. [Click on the 'Login' Button]
- The BEN Financials homepage is displayed

BEN Financials Homepage

Responsibility Selection

Overview

Each BEN Financials application has many defined responsibilities. Each responsibility allows access to a defined set of functions. Each user will have one or more responsibilities. A responsibility must be selected as part of the application logon process.

Procedure

To select a responsibility, click on it.

Changing the BEN Financials Application Password

You will be required to change your BEN Financials application password every 30 days.

Procedure

Type old current password
Type new password in the *New Password field (must be a minimum of 6 characters)
Type new password in the *Repeat Password field
Click on the 'Apply' button

Note: The BEN Financials application password can be changed at any time from within the BEN Financials Self Service Navigator by selecting User Preferences or Requisitioner.

To change your password from User Preferences

Select User Preferences>General Preferences
Enter your Old Password
Enter your New Password
Enter your New Password in the 'Repeat New Password' field
Click on the 'Apply' button to save your change
To discard your change, Click on the 'Cancel' button

To change your password from Requisitioner

Click on Requisitioner responsibllity, navigate: Requisitioner>Requisitions Home Page>User Preferences
Enter your Old Password
Enter your New Password
Enter your New Password in the 'Repeat New Password' field
Click on the 'Apply' button to save your change
To discard your change, Click on the 'Cancel' button

BEN Financials Log Off

Procedure

Close all open windows and forms by clicking on the 'x' in the upper right hand corner
Click on File>Exit Oracle Applications
Click [OK]

BEN Report Documentation

ORG RCM Report Documentation

SCH RCM Report Documentation

Business Enterprise Network (BEN)

BEN Support Contacts

Contact BEN Helps for help in using BEN applications. Call 6-HELP (6-4357 or 215-746-4357) or enter a ticket via BEN Helps Online Support.

Contact your local support provider for help in setting up your computer to access BEN Financials.

Contact the Financial Training Department E-mail: FTD for schedules, registration, and other information related to BEN training.

BEN Helps Support Service

What is BEN Helps?

BEN Helps is the enhanced support service for users of the University's business and financial applications. By simply dialing 6-HELP (215.746.4357), you can get help with BEN Financials, Individual Disbursement Services, Concur Travel or Expense, BEN Deposits and Penn Works. If asked to enter your 2-digit School/Center code, it is the first 2 digits of your CNAC (see School/Center Codes below).

In addition to calling 6-HELP, you can enter a ticket via BEN Helps Online Support, search BEN Knows for possible solutions to your BEN Financials and BEN Reports questions or refer to your training materials.

What are BEN Financials?

BEN Financials consists of:

BEN Assets (Property Management)
BEN Balances (General Ledger)
BEN Buys (Purchasing)
BEN Pays (Accounts Payable)

Trained Financial Support Providers (FSPs) will assist you with questions and problems when using BEN Financials.

What are FSPS?

Financial Support Providers, or FSPs, are trained to help you with questions and problems regarding BEN Financials (BEN Assets, BEN Balances, BEN Buys and BEN Pays).

By dialing 6-HELP (215-746-4357), selecting Option 1 for BEN Financials then entering your 2-digit School/Center code (the first 2 digits of your CNAC), you will be routed to an FSP. The FSP will remain your contact until your problem is resolved.

* Please Note: Normal processing requests of a Central area, such as posting encumbrance journals, creating orgs, etc., should continue to be directed to the appropriate areas within the Division of Finance.

What is BEN Knows?

BEN Knows is the place to browse and search for possible solutions to your BEN Financials and BEN Reports questions.

In addition to using your training materials, calling 6-HELP or entering a ticket via BEN Helps Online Support, BEN Knows is another resource for you to utilize in getting help with your BEN Financials and BEN Reports questions.

School/Center Codes

School/Center	Code
Annenberg Center	19
Annenberg School	36
Arts & Sciences (SAS)	02
Athletics (DRIA)	24
Audit, Compliance & Privacy	78
Business Services	93
Campus Services	95
Dental Medicine, School of	51
Design, School of	33
Development & Alumni Relations (DAR)	90
Education, Graduate School of (GSE)	32
Engineering (SEAS)	13
Executive Vice President (EVP)	98
Facilities Management (FRES)	96
Facilities Services (FRES)	97
Finance, Division Of	87
Human Resources	92
Institute Of Contemporary Art (ICA)	61
Information Systems & Computing (ISC)	91
International Programs	62
Law School	56
Libraries	50
Medicine, Perelman School Of	40
Morris Arboretum	60
Museum	26
Nursing	06
President's Office	81
Provost Interdisciplinary	04
Provost's Center	83
Public Safety	79
Social Policy & Practice (SP2)	35
University Life (VPUL) - Student Activities	84
University Life (VPUL) - Student Services	85
University Life (VPUL) - College Houses & Academic Support	86
Veterinary Medicine, School of	58
Wharton	07

Travel & Expense Management (TEM)

TEM Support Contacts

“How To” guides, with screen shots and examples, are available on your TEM Website

Phone Assistance – Call 6-HELP or 215-746-4357
- Press option (3) for Concur Travel & Expense Help
  - Option (1) for Online Booking
  - Option (2) for Concur Expense
- Email Assistance - Use this link to submit your request via email
  - Enter a brief description in the e-mail subject line and use the body of the e-mail to fully detail your issue
- Contact the Financial Training Department for schedules, registration and other information related to TEM training
  - FTD Website
  - FTD email

Concur Expense Access Request Forms

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Resources

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