DEFINE Policies & Procedures
DEFINE Access Information
DEFINE Administrative Services is responsible for granting security access to authorized employees who need to use the DEFINE system to do their job.
How to obtain access?
- A Request for DEFINE Access Form must be completed and forwarded to DEFINE Administrative Services Office for processing.
- A departmental processor will need the approval of the administrator of the accounts to which the employee will have access.
- A central processor will need the approval of the manager of the area – e.g. Payroll, Purchasing, Disbursements, etc.
- Forward completed and approved Request for DEFINE Access forms to DEFINE Administrative Services via campus mail, fax to extension 7434 or deliver to Main Building 3.108 for processing.
- Once access is set up, the employee will be contacted. Activation of DEFINE requires the employee to log on and acknowledge acceptance of all terms and conditions of the Acceptable Use Policy.
- Each department is responsible for both the initiation of new requests as well as security access changes when employees' job duties change or when employees are terminated or transfer to other UTSA departments.
- When an appointment is entered as terminated in DEFINE, the DEFINE ID is automatically locked and manually deleted. If an employee transfers to a different department within UTSA, the DEFINE ID is also deleted. If DEFINE is required in the new department, a new Request for DEFINE Access Form is required. Once received, a new ID and security access is processed. DEFINE access and ID’s are associated with a specific department.
- DEFINE ID's are automatically locked after 45 days if the system is not accessed. If your id is locked, you will be prevented from logging-in. To unlock your ID, you must contact DEFINE Administrative Services (extensions 4346, 4556, 4343)
Employees requiring EID Activation
- All employees are eligible to use UT Direct, UT Austin’s web-based portal, to access their personal financial information such as earnings statement, W-2, biographical information, withholding updates, and direct deposit information.
- Employees requiring activation of their EID must show proof of identification. This authentication process is provided by employees enrolling in the EID Activation classes (AM 540) using TXCLASS or by coming to the DEFINE Administrative Services Office.
- Employees activate their EID after providing a photo ID and receiving the "High Assurance" level of security in DEFINE, the employee will update their password and enter security question prompts.
Password reset for DEFINE and UT Direct
- Employees who have forgotten their password and require an update, must contact DEFINE Administrative Services at extensions 4346, 4556, or 4343 for assistance.
- Employees will be asked some security questions for validation before their password is reset.
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