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Access Requirements for Comptroller Systems

FPP K.015

Confidential Treatment of Information Acknowledgment

Methods and Evidence of Acknowledgment

There are two acceptable methods for acknowledgment. Either of two methods for acknowledgment is acceptable. Agencies must ensure acknowledgment occurs before accessing any Comptroller systems or databases.

  • Confidential Treatment of Information Acknowledgment (CTIA) (Form 70-223) – Paper or electronic copy of signed CTIA form to record user acknowledgment.
  • Comptroller’s CTIA System – Online acknowledgment may be registered using the CTIA system. By providing their state email address, the user receives a link to review CTIA language and enter their acknowledgment electronically.

Note: The CTIA function on the CAPPS login screen will no longer be available; however, existing records will be retained. Acknowledgments previously recorded through CAPPS remain valid.

ONLY the CTIA system provides an online acknowledgment feature. There is no mechanism for forcing a sequence if the user is given access to multiple systems.

For example: if an agency chooses online acknowledgment as their primary method, and a new Comptroller system user logs in to USAS prior to acknowledging in the CTIA system, then the agency is noncompliant and subject to an audit finding.

Agency Security Coordinators may generate reports for all online acknowledgments made through the CTIA system.

Both acknowledgment methods apply to all Comptroller systems and databases and serve as valid methods to record user acknowledgment, effective as of the date of signature or date of online acknowledgment via the CTIA system.

Acknowledgment does not grant role-based user access.

Note: At least one valid acknowledgment method must occur prior to first accessing any Comptroller systems or databases.

Agencies with CAPPS Central Access

The CAPPS hiring process in HR/Payroll grants basic Employee Self Service (ESS) access to all newly hired employees and contractors, and basic Manager Self Service (MSS) access to individuals identified as managers.

Users must acknowledge the Comptroller’s CTIA before accessing these functions.

If additional CAPPS role-based access is required, the ASC may submit a security request.

Agency Internal Acknowledgments

Acknowledgments and advisories made through an agency’s internal network do not apply to the Comptroller systems or databases. Only the CTIA form or the CTIA system electronic acknowledgment suffice.

CTIA Acknowledgment Retention

The following retention policies apply:

  • CTIA form – Agencies must maintain signed CTIA forms (paper or electronic) for the length of the users’ employment or contract, plus five years.
  • CTIA system electronic acknowledgment – The Comptroller will maintain acknowledgment records for the length of the users’ employment or contract, plus five years.