Request access to ICIS modules

The Finance module of Imperial College Information Systems (ICIS) is used for the College accounting processes. Gaining access to this module will allow you to run queries on specified accounts. See the bottom of this page for help with troubleshooting problems with it. 

Discover what you can do in the Finance module in the Imperial Finance section.

Request access to the Finance module

To request access to the Finance module, follow these steps:

1. Go to ICIS Authorisation (using Internet Explorer only, this application does not work on Mac or any other browsers).
2. Select Submit request to update ICIS account.
3. Click Proceed.
4. Scroll to the bottom and tick Financials.
5. Enter the Cost Centres and Activity Codes you require access to on the next webpage.
6. Click Proceed.
7. Your request has been submitted. Make a note of the reference number displayed in case you have a query.

You must have the Cost Centres and Activity Codes on which you wish to enquire to request access to the Finance module. If you are unsure of the codes you require, please contact your local Finance Officer.

Troubleshoot problems when accessing the Finance module

'I get a Runtime 1004 error when I try to upload Web ADI journals'

To resolve this issue, follow these steps:

• Select the circular menu button in the top left hand corner of the spreadsheet
• Select the Excel Options button at the bottom of the menu screen
• Press the Trust Center button on the left menu
• Choose the Trust Center Settings button
• Select the Macro Settings option on the left hand menu and tick the Trust access to the VBA project object model box
• Tick either Disable all macros with notification box or the Enable all macros box. If you leave the Disable all macros box ticked, you will receive a security warning stating that Macros have been disabled
• Select the Options button if you receive this message
• Choose the Enable this content option
• Unprotect the spreadsheet to add data to it by selecting the Review tab and selecting the Unprotect icon
• Select the Add-Ins tab, the Oracle option and then Upload to upload the Journal spreadsheet to ICIS

Go to this page for instructions on how to access the Grants module.

The Human resources (HR) module of Imperial College Information Systems (ICIS) is a management system that is used to administer Human resources records. See the bottom of this page for help with troubleshooting problems with it. 

For further information on the uses of this system, go to the HR section.

Request access to the HR module

You must have the Cost Centres on which you wish to enquire to request access to the HR module. If you are unsure of the codes you require, contact sys.acc@imperial.ac.uk.

Requirements

• Please use Firefox or Internet Explorer to access ICIS, not Google Chrome or Safari.

Instructions

To request access to the HR module, follow these steps:

1. Go to ICIS Authorisation (using Firefox or Internet Explorer, not Google Chrome or Safari).
2. Select Submit request to update ICIS account.
3. Click Proceed.
4. Scroll to the bottom and tick HR.
5. Select the Faculty you want access to.
6. Click Confirm Faculty.
7. Select the HR Organisation you want access to.
8. Select Yes if you require access to all of the subgroups within the HR Organisation selected and click Confirm Primary Organisation. You request is now complete.
9. Select No if you only require access to one particular Cost Centre and click Confirm Primary Organisation. A number of Cost Centres will appear for you to select. If you require more than one Cost Centre, highlight the first one and hold the CTRL key on your keyboard and highlight the others.
10. Click Confirm Selection.

Your request has been submitted. Make note of the reference number displayed in case you have a query.

Troubleshoot problems when using the HR module

'I am trying to complete the MOST training but either I can't play it or it continually shows as being 'In Progress''

Links do not work

• Click on 1. Health and safety matters. The class should start. If nothing happens, this message will appear at the bottom of the page: Only secure content is displayed
• Press the Show all content button on the message. A new window will open
• Click on Leave this page in the new window. A new browser tab or window will open with the MOST class and all links will now work

No detail is shown

If you click on the Play icon in ICIS My Trainingand see a blank page only, check the browser that you are using. Please use Firefox or Internet Explorer to access ICIS, not Google Chrome. If you are using a new version of Internet Explorer, you may need to download an earlier version.

Class is shown as Completed

After Play is clicked the class will be marked as Completed but this does not mean that the MOST training has actually been completed. Continue to read the materials in the online class and take the test.

The test is finished when it is marked as Passed.

Imperial College London Purchase Orders (POs) are raised online via ICIS using iProcurement.

For more information on purchasing and ordering, go to the Ordering section.

Raise a PO

To raise POs at Imperial, you must ensure that you have access to the Purchasing module of ICIS and are set up as a buyer (see below).
 Once your request for access has been approved, you can raise a request via the Placing a purchase order section.

Request access to the Purchasing module

You must have the Cost Centres and Activity Codes you want to purchase items on, the name of the person approving your purchase order and any approval limit you require. If you are unsure which codes you need, contact sys.acc@imperial.ac.uk or visit the Purchasing section.

Requirements

Use Firefox or Internet Explorer to access ICIS, not Google Chrome or Safari.

Instructions

To request access to the Purchasing module, follow these steps:

• Go to ICIS Authorisation (using Internet Explorer, not Firefox, Google Chrome or Safari).
• Select Submit request to update ICIS account.
• Click Proceed.
• Scroll to the bottom and tick Purchasing.
• Enter the Cost Centres and Activity Codes on the following webpage.
• Click Proceed.
• Select the approver of your purchase orders and any approval limit that you require. If an approval limit is not needed, enter £0.01.
• Click Proceed.

Your request has been submitted. Make note of the reference number displayed in case you have a query.

Using the Purchasing module

How do I change the delivery address in iProcurement?

• Click on Preferences.
• Click on iProcurement preferences.
• Change your Deliver to location by clicking on the dropdown list by the Deliver to location.

How do I change the billing address in iProcurement?

• Click on Preferences.
• Click on iProcurement preferences.
• Change your Bill to location.

The Student System is used to manage the information of Imperial College London students.

Request access to the Student System (OSS)

You must know the specific responsibilities required for your role before requesting access.

Requirements

• Please use Firefox or Internet Explorer to access ICIS, not Google Chrome or Safari.

Instructions

To request access to the Student System module, follow these steps:

• Go to ICIS Authorisation (using Firefox or Internet Explorer, not Google Chrome or Safari)
• Select Submit request to update ICIS account
• Click Proceed
• Scroll to the bottom and tick Students
• Select the access you require
• Click Proceed

Your request has been submitted. Make note of the reference number displayed in case you have a query.

Problems accessing the Student System (OSS)

If you encounter any issues when accessing or using the Student System, contact the ICT Service Desk. 

Student System User Support

The Registry Systems team provides support to users of the Student System. Visit Registry’s support section Student System Support for user guides.

The Payroll module of the Imperial College Information Systems (ICIS) is part of the human resources system that Imperial uses to administer the staff payroll.

You will only be given access to this module if you work in the Payroll Department.

For further information on the payroll, browse the HR section.

Request access to the Payroll module

Requirements

Use Firefox or Internet Explorer to access ICIS, not Google Chrome or Safari.

Instructions

If you are a member of the Payroll Department and you would like to request access to the Payroll module on ICIS, follow these steps:

• Go to ICIS Authorisation (using Firefox not Internet Explorer, not Google Chrome or Safari)
• Select Submit request to update ICIS account
• Click Proceed
• Scroll to the bottom and tick Payroll
• Click Proceed
• Complete sections and submit your request for approval

Your request has been submitted. Make a note of the reference number displayed in case you have a query.

Long-term visitors and contractors at Imperial College London are referred to collectively as contingent workers, throughout College and in ICIS. Contingent workers are not paid via the College payroll system.

Only full-time members of staff are given access to ICIS automatically. Contingent workers must be set up in the system by a local departmental administrator. Anyone who has a contractual arrangement with Imperial and is paid through the payroll system should not be set up as a contingent worker in ICIS.

In order to set up contingent workers with access to ICIS, you need to be set up with appropriate responsibilities within the system. If you aren't, contact your local departmental administrator who will advise you about getting set up and can also set up a contingent worker on your behalf if required. 

Request access to the Contingent Workers module

To request access to set up Contingent Workers, follow these steps:

1. Go to ICIS Authorisation (using Firefox or Internet Explorer, not Google Chrome or Safari).
2. Select Submit request to update ICIS account.
3. Click Proceed.
4. Scroll to the bottom and tick DA Access - Contingent Worker.
5. Select the Faculty you want your access to cover.
6. Click Proceed.
7. Select the Department you want your access to cover.
8. Click Proceed.

Make note of the reference number displayed in case you have a query.

Once your access has been approved, you can create a Contingent Worker record for the long-term visitor or contractor in ICIS. Find out how to register a new contingent worker.