Setting Up Employee and Restricted Account Security

The ability to monitor and restrict activity on the accounts of your credit union's employees and other accounts is a vital function within your internal security procedures. Employee/Restricted Account Security lets you:

• Identify employee or restricted accounts using the Account Restriction drop-down list on the Contact Information tab.
• Restrict online access to employee accounts by all except authorized individuals.
• Use security groups to determine the level of information users can view or maintain.

Portico will not include your employee accounts in the list of accounts displayed when you perform a member search. Therefore, your employees will not be able to use cross-reference transactions to locate the accounts of fellow employees.

Activity on employee/restricted accounts appears on the Non-Financial TXN Register - Employee Report 036 and Financial Transaction Register – Employee Report 445. Portico will still perform back-office transactions on employee/restricted accounts and will allow access to employee/restricted accounts through ATMs and Audio Response.

Implementation of employee and restricted account security is a multi-step process. The following list summarizes the steps involved:

1. Select the Employee Lockout check box on the Credit Union Profile – Security tab to restrict access to employee/restricted accounts.
2. Flag all restricted accounts using the Account Restriction drop-down list on the Contact Information tab. The valid options are: No Restrictions, CU Employee - Restricted, Report Only - No Restrictions, Special Account - Restricted, and Non Employee - Extended Restriction.
3. Use Reporting Analytics to generate a report query of all the employee/restricted accounts. You can use this list to define the restricted accounts on the Accounts Associated With window.
4. Define restricted accounts for each user on the Accounts Associated With window. Restricted accounts may be accounts that are tied directly to a user or may also be a family member account. If a member is listed on the Associated Accounts With window, the member is user or related to user.
5. Add users to the desired security group: Employee Security – Administrator, Employee Security – User , Employee Security – User Has No Access, or Employee Security - User with Special Restrictions. The Employee Lockout check box on the Credit Union Profile - Security tab must be selected if users belong to the Employee Security - User Has No Access security group or a credit union-defined security group containing the EmplSecurity - User Can Not View Any Employee Accounts permission.
6. Contact Portico Customer Service and request the activation of employee security.
7. If your credit union uses Portico's print functionality, you can elect to print employee balances on receipts using the Print Employee Balances check box on the Credit Union Profile - Print tab. If not selected, employee balances will not appear.
8. Add the appropriate security group to each user’s profile.
9. If desired, lock down the member lookup field on the Portico tool bar by adding the Portico – User Can View By Member Number Only permission to your existing credit union-defined security groups using the Security Group Permissions – Update window. This permission prevents users from looking up a member using any identifier except the member number.