Minerva and Banner access

Who needs to apply for access?

Fund Financial Managers or Principal Investigators (FFM/PI), those who are directly responsible for administering funds:

  • Have automatic access to query fund balances and transactions posted to their funds and grants in Minerva.
  • If you are a FFM/PI and would like to have Banner access, you need to take GEN 300 (in class course offered by IT) and take OLC 401 and OLC 430 (online FIS courses). Please refer to the How to request access to the Finance Module in Banner section below. 

Administrative staff and others who need access to query financial information and process transactions must:

  • Attend training
  • Submit the appropriate authorization form (you must attend the pre-requisite training courses prior to submitting the authorization form)

You must have a valid McGill ID in order to be granted finance access. If you do not have a valid McGill ID or are a hospital employee, you may request a McGill ID by submitting the Request for a McGill ID # for external users form found on the Forms page of the Human Resources website (in the Get Access section).

"Finance access" is NOT NEEDED to perform the following tasks: You need access to the FINANCE MENU IN MINERVA if you need to: You need access to the FINANCE MODULE IN BANNER if you need to:
  • Submit Advances and Expense Reports for yourself, or for someone else (consult the Travel page on the Financial Services website)
  • Shop and Place Orders in the McGill MarketPlace (consult the Procurement Services website)
  • Reconcile PCard transactions (PCard Regulation and Procedures is available on the Policies/Regulations page)
  • Query Fund/Grant balances
  • View transactions posted to Funds/Grants
  • View monthly financial statements
  • View payroll details (optional)
  • Process a deposit
  • Process an Inter Departmental Charge (IDC)
  • Process transfers within the same Fund, from one account to another (JE15)
  • Process transfers between Funds (JE16)
  • Query budget information or process budget transfers

How to request access to the Finance (Fund) Administration menu in Minerva

Pre-requisite Course(s) To Register Form to Submit (after the course) Need Help?
OLC - FIS 401
course description
Log in to Minerva > Employee menu > IT Customer Services (ICS) menu > Online Training FIS Authorization form Contact the Finance Help Desk at 514-398-3463 or send us an fishelp.acct [at] mcgill.ca (email)

How to request access to the Finance Module in Banner

Type of Access Pre-requisite Course(s) Training Calendar To Register Form to Submit (after the course) Need Help?
Banner Finance Access OLC - FIS 401 (previously FIS 301) GEN 300 OLC - FIS 430 (previously FIS 330)
course description
Online

Log in to Minerva > Employee menu > IT Customer Services (ICS) menu > Online training

FIS Authorization form Contact the Finance Help Desk at 514-398-3463 or send us an fishelp.acct [at] mcgill.ca (email)
JE16 access (process journal transfers from one fund to another)

Be an active Finance User + Banner access (see above) + FIS 339
course description

 

Listed with the course description OR see the dates when registering in Minerva

 

 

Log in to Minerva > Employee menu > IT Customer Services (ICS) menu > Request for Banner/Minerva training

 

JE16 Authorization form (System Access Forms)

Contact the Finance Help Desk at 514-398-3463 or send us an fishelp.acct [at] mcgill.ca (email)

Budget access (only applies for 1A and 1B Operating funds) Banner access (see above) + FIS 314/FIS320
course description
Budget Module Access request form Contact the Analysis, Planning and Budget
(Your Faculty Financial Officer/Budget Contact - Analysis, Planning and Budget will let you know if you need this type of access.)

Data Warehouse Access

In addition to Minerva/Banner Finance access, you should also apply for Data Warehouse access. This will allow you to run the web and crystal report templates found in the FIS Reporting section of this website.

Resources/Help

As a FIS User, you are automatically added to the FIS listserv. This listserv is used to communicate important memorandums and announcements. You will also receive monthly emails when your financial statements are ready to be picked up in Minerva.

All messages sent out on the FIS listserv are added to our Announcements channel, visible on our home page. Month End deadlines are also posted on our home page.

The Finance Help Desk is available to help answer any questions you may have pertaining to your finance related duties. fishelp.acct [at] mcgill.ca (Email) or call us at 514-398-3463.

For finance administrators, there are a variety of deadlines and tasks involved in our Year End of April 30th. More information can be found on our Year End page.

Frequently Asked Questions

Questions Answers
I submitted the FIS Authorization form – has my access been processed? It may take up to 5 business days to process your FIS access. If after 5 days, you have not received an email, contact fissecurity.acct [at] mcgill.ca (FIS Security.)
I cannot log in to Minerva or Banner/what is my username and password? For Minerva, consult the IT Knowledge Base for more information. Your Banner username is displayed in Minerva and may also be re-set. Consult our website for more information. If you require additional help, contact the IT Service Desk by phone at 514-398-3398 or by email at itsupport [at] mcgill.ca (IT Support).
I took the finance training courses many years ago, but, have not had finance access in several years. Do I need to take the pre-requisite courses again? No - as long as you have taken the pre-requisites for access once, you do not have to take them again. Should you wish to take the courses as a refresher, we invite you to attend. If you are unsure whether or not you meet the pre-requisites for access, consult the Banner training course equivalents article in the IT Knowledge Base or contact the Finance Help Desk by phone at 514-398-3463 or by email at fishelp.acct [at] mcgill.ca.
I have access to all funds associated with a certain Fund Financial Manager (FFM) or Principal Investigator (PI). A new fund was just opened - why don’t I have access to it? If your query access is set-up on a fund-by-fund basis, you need to submit the FIS Authorization form each time a new fund associated to that FFM/PI is opened.
Is it possible to see a listing of all funds I have access to? Yes – log in to Minerva and go to Finance (Fund) Administration > Financial Statements and open the Financial Statement report entitled Summary of Free Balances by User Security FZRG0055. Should you have any questions about your Banner access or whether or not you have access to see payroll details, contact Finance Help Desk by phone at 514-398-3463 or by email at fishelp.acct [at] mcgill.ca.
As a Supervisor/Manager, I need to change an employee’s access with regards to querying funds – what should I do?

If you need to remove access to query specific funds, notify fissecurity.acct [at] mcgill.ca (FIS Security) by email - be sure to include the employee’s full name and McGill ID, along with the fund codes.

If you need to request query access to additional funds, submit the FIS Authorization form. Only include the new funds to be added and ensure that the appropriate individuals sign the request.

An employee is moving to another position in the University/is leaving McGill. As a Supervisor/Manager, do I need to do anything with regards to their FIS access?

Whenever an employee changes positions, you should notify fissecurity.acct [at] mcgill.ca (FIS Security) by email so access may be terminated – be sure to include the employee’s full name and McGill ID.

If an employee will still work within the same Unit and:

  • Requires the exact same access - no action is needed.
  • Requires different access in terms of querying funds - submit the FIS Authorization form requesting appropriate access for the new position.

When an employee leaves the University, you should notify fissecurity.acct [at] mcgill.ca (FIS Security) by email so access may be terminated – be sure to include the employee’s full name and McGill ID.

The Finance tab in Minerva has disappeared/I no longer have access to Banner – why?

If you are a casual who has not been paid in the last 45 days, the system automatically terminates your access to Banner and Minerva. You need to speak with your Unit's Administrative Assistant to set up a more regular payment schedule. Once a payroll payment has been submitted and you receive your pay, contact the IT Service Desk by phone at 514-398-3398 or by email at itsupport [at] mcgill.ca (IT Support) and request that your access be re-instated.

If you are a hospital employee who was sponsored to have a McGill ID, then it is possible that your Sponsor did not renew your access - access is renewed on a yearly basis by email. You need to speak with your Sponsor. They will have received several emails with the subject Sponsored access to McGill's Information System. Have your Sponsor respond to the email. If the email cannot be found, contact the IT Service Desk by phone at 514-398-3398 or by email at itsupport [at] mcgill.ca (IT Support) and request that the email be resent.

If you have recently retired, but, are still a Fund Financial Manager or Principal Investigator, you will need to confirm with your Unit's Administrative Assistant that you have a current appointment. When you retire and have no post-retirement appointment, the system automatically terminates your access to Banner and Minerva. You need to speak with your Unit's Administrative Assistant and confirm that a post-retirement appointment form has been submitted. Once processed, the system will once again recognize you as an active employee and your access will be restored.

If you recently changed positions and this was communicated to a Systems Administrator working in FIS (finance), SIS (student), or HR (Human Resources), then your access was terminated. Each time you change positions, from one Department/Unit to another, you need to submit the FIS Authorization form requesting the appropriate access for your new position.