Internal Controls: Short-Term Implementation

SHOPPER - Can do everything necessary to create a requisition and submit it for approval EXCEPT adding C-FOAPAL information. When a Shopper submits a requisition, it moves into the Department Account Coder (DAC) queue for their assigned Chart/Org so the C-FOAPAL information can be entered. Generally this role is not combined with any other role.

REQUESTOR - Can do everything necessary to create a requisition and submit it for approval INCLUDING adding the C-FOAPAL information. When a Requestor submits a requisition, it moves into the Approval queue linked to the Chart/Org entered within the C-FOAPAL information. This role can be combined with the DAC or Approver roles. However, it is University best practice for the same user to not create and approve the same requisition.

DEPARTMENT ACCOUNT CODER (DAC) - Can add C-FOAPAL information to complete a requisition initiated by a Shopper. Once the appropriate C-FOAPAL information has been entered and the requisition submitted, it then moves into the Approval queue linked to the Chart/Org entered within the C-FOAPAL information. There may be more than one DAC within a queue for a particular Chart/Org. This role can be combined with the Requestor or Approver roles. Advised to have at least two people assigned to the role of DAC in each department.

APPROVER - Can approve, reject, edit, return or forward a requisition within their approval queue. The Approval queues are set up by dollar ranges with a particular Chart/Org. There may be more than one Approver within a queue for a particular dollar range and Chart/Org. This role can be combined with the Requestor or DAC roles. Advised to have at least two people assigned to the role of Approver in each department. However, it is University best practice for the same user to not create and approve the same requisition.

EXECUTIVE APPROVER - Can only approve, reject, forward, or return requisitions (but not edit them) within their approval queue.

QUERY ONLY - Can only review requisitions, purchase orders, and invoices for validation of account or report reconciliation. Unable to perform any other actions on a requisition. This role cannot be combined with that of a Requestor.

INVOICE ACKNOWLEDGER - Can approve, return, or forward invoices within their approval queue. This role will only acknowledge invoices with line items over $5,000 on vendors set up with e-invoicing. For a list of these vendors please see types of vendors. This role can be combined with the Requestor or Approver roles. Advised to have at least two people assigned to the role of Invoice Acknowledger in each department.

UIC ONLY - HOSPITAL REQUESTOR - Some iBuy users at the University of Illinois Hospital & Health Sciences System have the Hospital Requestor role. The Hospital Requestor role is similar to the Requestor role but includes Materials Management review as an additional step in certain workflows. Hospital Requestors use the Route to Materials Management form instead of the Route to Purchasing Form. Also, Hospital Requestors have access to a subset of hosted and punchout catalogs.

UNIT REPRESENTATIVE - This role completes and submits equipment new acquisition records to Property Accounting though FABweb and is responsible for communication with Property Accounting regarding adjustments to Otags. They are responsible for submitting non-cash addition records in FABweb. They are also responsible for updating already existing Ptags. They also initially create equipment transfer and disposal requests in FABweb for subsequent unit Approver approval. They have read-only access to the Biennial Inventory system.

APPROVER - This role reviews and approves equipment transfer and disposal requests in FABweb prior to submission to the recipient unit or Property Accounting. This role does not have access to process new acquisitions or update existing Ptags in FABweb. They have read-only access to the Biennial Inventory system.

UNIT CONTACT - This role is a high level role in the unit and is responsible for conducting and completing the Biennial Inventory. The Unit Contact is also known as the Property Contact, or the Unit Property Accounting Contact. Only one individual is designated as the Unit Contact within your 3-digit organization. The person in this role needs to know deadlines and how to do each task throughout the Biennial Inventory process, such as loading the inventory list, assigning roles to Unit Specialists, performing physical inventory, and monitoring progress and deadlines.

UNIT HEAD - This role is a high level role in the unit and is responsible for approving and signing off on the Biennial Inventory results. The Unit Head has read-only access to the Biennial Inventory system. Only one individual is designated as the Unit Head within your 3-digit organization. It is highly encouraged that your actual Unit Head be designated for this role. Units, schools, or colleges are currently allowed to designate other individuals (such as the unit, school, or college business managers) as warranted and desired within their org structure.

UNIT SPECIALIST - This role is assigned and managed by the Unit Contact within the Biennial Inventory system. The Unit Specialist can perform the physical inventory using either the web version or the mobile app version, but has limited capability within the Biennial Inventory system. Larger units can assign multiple Unit Specialists to help perform the unit physical inventory.

Department Manager/Requestor - Persons assigned this profile will create requisitions and inquire on PO information. They will also provide follow up with purchasing to insure documents are processed in a timely manner and to make inquires and provide back-up documents (quote, etc) as required.