Manage & Create Accounts

Manage Accounts

Users who create and manage accounts can select an option under the "Manage Accounts" section of the left-hand navbar. 

My Accounts

As indicated by the Account type column header, you can see all of your Penn Grant and Non-Grant accounts within My Accounts. Anyone with a Senior BA or Org Manager role can manage Grant and Non-Grant accounts within the Org codes they belong to.

  • Grant accounts - Updated from PennERA daily. The Account Owner/PI and linked Protocol can be updated under "Manage Account." When updates are made in PennERA, it can take up to 3 business days to reflect in CAMS. We sync CAMS Grant account data with PennERA around 8:30 AM M-F, excluding observed holidays.
  • Non-Grant accounts - Managed in CAMS and updated in realtime, as changes are saved. Select "Manage Account" to update the Account Owner/PI, Account Number, Project Title, Start and End Dates, and link a Protocol.

Search Grant Accounts

Locate a grant account - You can search by the account owner or one or more of the org, fund, prog, and cref pieces on the account general ledger number. After you enter your search criteria and press "Search", you will see a list of accounts that match your search. To see more details about any account in the list, or to manage the title, click the "View Account" link on that account's row. To view spender access to that account, click "View Access".

  • Once you are at a grant account's detail page, you will see three tabs of information: Owner, Account, and IRB Protocols.
    • On the "Account" tab, you will see an editable project title field. The project title for grant accounts is initially pulled from PennERA, but you may change it here for CAMS if you wish. You must click the "Save" button at the bottom of the form to save your new title if you enter one.

Link a Protocol to an Account - On the "IRB Protocols" tab; you will see a search box to find protocols, an "orange" table of requests made (but not yet approved) to link this account to various protocols, and a "green" table of protocols this account has already been linked with. To request that a protocol be linked with this account, type the name or IRB# of the protocol you wish to link in the search box and select the appropriate protocol from the list of potential matches that are returned. If you make a request in error, you can delete that request by clicking on the x next to the request in the orange table.

  • Once a request to link an account and a protocol is made, an email is sent to psom-ocrfin@pobox.upenn.edu, and someone in that office will link the account and protocol in PennERA. Within 48 hours of the link being established in that system, CAMS will move the account-protocol link from the orange "pending" table on this page to the green "approved" table.
  • Senior BAs, org managers, and account managers can view their pending requests to link accounts and protocols on their manager dashboard.

Search & Create Non-Grant Accounts

Locate a Non-Grant account - You can search by the account owner or one or more of the org, fund, prog, and cref pieces on the account general ledger number. After you enter your search criteria and press "Search", you will see a list of accounts that match your search.

  • To see more details about any account in the list, or to manage that account, click the "Manage Account" link on that account's row. You will be presented with a form that displays the account details in two tabs (Owner & Account). If you make any changes to the values in this form, click "Save" at the bottom to save your changes.

Create a new Non-Grant Account - You can also view a form to create a new non-grant account by clicking the "Create New" button on the search page. This will take you to an empty form with an Owner and Account tab. You must provide at least the account owner, 26-digit account number, title, start date, and end date for the account.

  • To save the account and allow it to become active as of its start date, click the "Save and Activate" button. To save your work as you continue to work on the form, click "Save and Continue". To save your work and come back to it at a later date, click "Save and Finish Later". Account forms you have elected to "Save and Finish Later" may be resumed by clicking the link to the Incomplete Account on your dashboard (home) page. Note that you must eventually click "Save and Activate" for any account that you choose to "Save and Continue" or "Save and Finish Later" to allow that account to become available in CAMS for spender assignment.

A/R Subsidiary (External Account)

Anyone with a Core Admin role can manage purchase orders (external accounts). External accounts are managed within CAMS independently from BEN to assist Cores facilities with Non-Penn users.

Locate an External Account - You can search by CAMS ID, account owner, institution, or account status. After you enter your search criteria and press "Search", you will see a list of accounts that match your search.

  • To see more details about any account in the list, or to manage that account, click the "Manage" link on that account's row. You will be presented with a form that displays the account details in 4 tabs: Owner, Project, Account, and Owner BA. If you make any changes to the values in this form, click "Save" at the bottom to save your changes.

Create an External Account - You can also view a form to create a new external account by clicking the "Create New" button on the search page. This will take you to an empty form with 4 tabs: Owner, Project, Account, and Owner BA. You must provide:

  • account owner
  • title
  • institution
  • institution tax id
  • start date
  • end date
  • BA name, email, phone and address
  • an invoice email to which invoices for this account will be sent

Optionally, you can also provide a PO number for the account.

To save the account and allow it to become active as of its start date, click the "Save and Activate" button. To save your work as you continue to work on the form, click "Save and Continue". To save your work and come back to it at a later date, click "Save and Finish Later". Account forms you have elected to "Save and Finish Later" may be resumed by clicking the link to the Incomplete Account on your dashboard (home) page. Note that you must eventually click "Save and Activate" for any account that you choose to "Save and Continue" or "Save and Finish Later" to allow that account to become available in CAMS for spender assignment.