This how-to provides step-by-step instructions for assigning and managing authority assignments when:

  • New employees arrive, or existing individuals receive new responsibilities, requiring them to be granted certain approval authority or access to specific systems and/or view reports.
  • An employee's responsibilities change and their existing financial authority must be modified.
  • An employee no longer requires their authority (e.g., due to a change of jobs within Stanford or termination of employment at Stanford) and that authority needs to be revoked. Understand scenarios that result in automatic revocation of authority privileges.
  • An employee's authority has been revoked in error within the past 60 days, and you want to restore it.

Understand Financial System and Reporting Authority and use available methods for Viewing Financial Authority Assignments.

You may only grant, change, restore or revoke authority that has been granted to you with the can grant condition.

  1. Enter authority.stanford.edu in the browser
  2. Log in using  SUNet ID and password
  1. Select the Grant Authority link in the Manage Authority section
  2. Enter the SUNet ID or the Name of the person in the Search field
  3. Select the Search button
  4. Select the employee's name from the search results
  1. Select the business function to be granted. For example, Self Service business function under Financial System

    For more information about the specific privileges included in a business function, select the information icon next to the business function name.

  1. Select the specific privilege to be assigned within the business function
  1. Enter an Org Name or 4-character Org Code in the Search field
  2. Select the Search button or scroll down and select the Org Name from the list
  1. If appropriate, select the appropriate limit(s) from the list provided (i.e., dollar or PTA constraints)

    Choices will vary based on privilege.

  1. Enter an Expiration date if appropriate

    Leave the expiration date field blank for the authority to take effect until the employee's departure from Stanford.

  2. Select whether the person cannot, CAN or can ONLY grant the privilege to others

    Selecting can ONLY means the individual will not receive access to originate transactions, approve transactions or view data in the specified system. They will only receive the ability to grant this privilege to others within Authority Manager.

  3. Enter Comments as appropriate
  1. Select the Finish button
  2. Select the Close button

    If there are no prerequisites (i.e., training), authority will take effect within 1 business day.

What Happens Next?

Granting authority to create or approve financial transactions or to view or access financial data does not automatically allow the grantee to use those systems. In some cases, requirements (e.g., confidentiality agreements and/or training) must be satisfied before system access is enabled. For more information, refer to:

Understand Financial System and Reporting Authority and use available methods for Viewing Financial Authority Assignments.

You may only grant, change, restore or revoke authority that has been granted to you with the can grant condition.

  1. Enter authority.stanford.edu in the browser
  2. Log in using  SUNet ID and password
  1. Select Find a Person under Manage Authority
  2. Enter the person’s SUNet ID or Name in the Search fieldUsing the SUNet ID is an easier, more reliable search.
  3. Select the Search button
  4. Select the employee's name from the search results
  1. Identify the privilege to be changed
  2. As needed, select the Limits link next to that privilege to open a pop-up window and edit the limits for the employee's authority privilege
  3. As needed, select the Conditions link next to that privilege to open a pop-up window and edit the conditions of the employee's authority privilege
  4. To confirm edits, select the FINISH button
  5. Select the Close button to return to the employee's authority assignments page

    The person's authority will be updated in the specified system within 1 business day.

What Happens Next?

Granting authority to create or approve financial transactions or to view or access financial data does not automatically allow the grantee to use those systems. In some cases, requirements (e.g., confidentiality agreements and/or training) must be satisfied before system access is enabled. For more information, refer to:

Understand Financial System and Reporting Authority and use available methods for Viewing Financial Authority Assignments.

You may only grant, change, restore or revoke authority that has been granted to you with the can grant condition.

  1. Enter authority.stanford.edu in the browser
  2. Log in using  SUNet ID and password
  1. Select Find a Person under Manage Authority
  2. Enter the person’s SUNet ID or Name in the Search fieldUsing the SUNet ID is an easier, more reliable search.
  3. Select the Search button
  4. Select the employee's name from the search results
Revoke a Specific Privilege
  1. Identify the privilege to be revoked
  2. Select the Revoke button next to that privilege
  3. To confirm that you want to revoke the authority privilege, select the OK button

    The person's authority will be revoked within 1 business day.

Revoke All Privileges by Category
  1. Identify the category to be revoked (e.g., Enterprise Reporting, Financial Systems, Human Resources, etc.)
  2. Select the Revoke All button next to the category
  3. To confirm that you want to revoke the authority privileges, select the OK button

    When "revoking all" privileges for a category, only the assignments for which you have grantable authority will be revoked. The person's authority will be revoked within 1 business day.

What Happens Next?

Granting authority to create or approve financial transactions or to view or access financial data does not automatically allow the grantee to use those systems. In some cases, requirements (e.g., confidentiality agreements and/or training) must be satisfied before system access is enabled. For more information, refer to:

Understand Financial System and Reporting Authority and use available methods for Viewing Financial Authority Assignments.

You may only grant, change, restore or revoke authority that has been granted to you with the can grant condition.

  1. Enter authority.stanford.edu in the browser
  2. Log in using  SUNet ID and password
  1. Select Find a Person under Manage Authority
  2. Enter the person’s SUNet ID or Name in the Search fieldUsing the SUNet ID is an easier, more reliable search.
  3. Select the Search button
  4. Select the employee's name from the search results
  1. Select the Recently Revoked Authority tab at the top of the page All authority revoked in the last 60 days is displayed.
Restore a Specific Privilege
  1. Identify the privilege to be restored
  2. Select the Restore button next to that privilege
  3. To confirm that you want to restore the authority privilege, select the OK button

    The person's authority will be restored within 1 business day.

Restore All Privileges by Category
  1. Identify the category to be restored (e.g., Enterprise Reporting, Financial Systems and Human Resources)
  2. Select the Restore All button next to the category
  3. To confirm that you want to restore the authority privileges, select the OK button

    When Restoring All privileges for a category, only the assignments for which you have grantable authority will be restored.Additional Information: The person's authority will be restored within 1 business day.

What Happens Next?

Granting authority to create or approve financial transactions or to view or access financial data does not automatically allow the grantee to use those systems. In some cases, requirements (e.g., confidentiality agreements and/or training) must be satisfied before system access is enabled. For more information, refer to: