Notice: Effective November 1, 2024, travelfeedback@ucr.edu and epayfeedback@ucr.edu will be retired.  To request services or assistance from the Accounts Payable/Travel team, users must submit a ticket through Finance and Administration Support (service-now.com).
Please begin preparing for the transition now, as inquiries sent to either email after 10/31 will not receive a response.

Impact23

Financial System Replacement Program

Access Requests

Department SAAs assign access to financial applications and reports through the Enterprise Access Control System (EACS) within R’Space.
  • Locate your Department SAA

     Collaborate with your Department SAA to ensure you have the necessary roles. To find your Department SAA in R'Space:

    Step Detail
    Click on EACS Accountability Report
    Select Click here for SAA Names
    Search for your SAA by Org Value
     
  • Review your Role Assignments

    To find your system role in R'Space:

    Step Detail
    Click on EACS Accountability Report
    Enter or Search for your User NetID
    Click Condensed Accountability Report
    The EACS Accountability Report will display. Review your role assignments by Application and Role Name.
  • Concur Travel and Expense Roles
    Concur Roles 
     Name Description
    Concur Users

    Concur Users can process Concur Request and Expense Reports for travel and non-travel reimbursements. 
    Concur Delegates

    Concur Delegates are optional for travel booking and transacting non-travel reimbursements (acting on another user's behalf). Additionally, Concur Delegates are assigned to a Concur User, not an accountability structure, which may impact those who prepare for multiple accountability structures. Concur Delegate assignments are limited to 250 per user.

    Concur Delegates can distribute PCard expenses in Concur on behalf of the PCardholder.
    Financial Previewer Financial Previewer role(s) are optional.  If defined, requests will be explicitly routed to this role before proceeding to the Financial Approver. Concur routing allows for the assignment of only one Financial Previewer per Accountability Structure, who will be listed as the previewer for Concur routing.
    Financial Approver

    Financial Approver is a required routed role by Accountability Structure. Concur routing allows for the assignment of Financial Approvers per Accountability Structure, who will be listed as the Financial Approvers for Concur routing, including for T&E Card and PCard issuance requests.
    Approver Delegate

    Approver Delegate users act as a delegate Financial Previewer and/or Financial Approver on behalf of the respective approver. Regardless of the Concur User or Accountability Structure(s) involved, the Approver Delegate has the authority to perform the respective approvals.

    • This approach addresses delays when the Previewer and/or Approver is out of the office when the delegate role is assigned.
    Department Head

    Department Head is required to be designated in EACS

    • Restricted to one per accountability structure.
    • Approves Relocation Expense Reports.
    • Financial Approvers, Department Heads, and Executive Approvers must be distinct users.
    Exceptional Approver/Delegate

    Exceptional Approver/Delegate—Required at the ORG level 

    • Delegated Exceptional Approver users would require an understanding of how to handle an offline approval of a true exception, knowing they serve as a proxy.  
    • Restricted to one per Org
    PCardholder

    PCardholder (Company Billed Statements (CBS) User)

    • Users with the PCardholder role will have access to distribute PCard expenses in Concur.
    • Same approval flow with optional Financial Previewer and required Financial Approver will be used to approve the distribution of PCard expenses.

    Department Card Administrator (DCA)

    DCAs are delegates of the PCardholder and can distribute PCard expenses in Concur on behalf of the PCardholder.  

     

    Additional Assignment Considerations
    • Roles AND routing must be established in EACS to establish the approval routing in Concur.
    • Concur Delegates are assigned to a Concur User, not an accountability structure, which may impact those who prepare for multiple accountability structures. 
    • Concur Delegate assignments are limited to 250 per user.
    • Concur routing allows for the assignment of Financial Approvers per Accountability Structure, who will be listed as the Financial Approvers for Concur routing, including for T&E Card and PCard issuance requests.
    • Regardless of the Concur User or Accountability Structure(s) involved, the Approver Delegate has the authority to perform the respective approvals.
    • Financial Approvers, Department Heads, and Executive Approvers must be distinct users. 
    • Ensure you have established “ALL” routing for Concur Users unless the Concur User is also the Financial Approver or another exception applies. This routing is especially critical if you have non-employee Guest Travelers, as they default to the “ALL” routing once associated with your Accountability Structure in Guest Traveler Routing.
    • Do not assign both the Financial Previewer and Financial Approver roles to the same person within an Accountability Structure.

    • Approval flow with optional Financial Previewer and required Financial Approver will be used to approve the distribution of PCard expenses.

  • Looker - Finance
    Looker Finance Roles

    The Finance and Payroll Distribution roles are now available for provisioning for department users. The application in EACS is titled "Looker-Finance," and the available roles are Finance and Payroll Distribution. Each role corresponds to a dataset in Looker, and adding the role will grant access to the corresponding dataset. Please see the guidance by data set below: 

    • Finance (replacing the UCRFSTotals application)  
      • The Financial Transaction Detail report (A.K.A. General Ledger), Oracle Financials inquiry, and dashboards should be sufficient for most users. This dataset is a supplement for data analysis. 
      • Oracle Budget (TBD): Oracle Budget details to be provided in a future release.
         
    • Payroll Distribution (replacing the SuperDOPE application) 
      • Payroll Distribution data is sensitive in nature and access should be restricted based on the user’s job role and job requirements.  
      • Looker Payroll Distribution details contains legal name. Please ensure that users being provisioned have received the required training and signed appropriate disclosure forms according to campus guidance. 
         
    • Banner Student Receivables (replacing the "SIS Query" tab in the UCRFSTotals application) 
      • Banner Student Receivables role is TBD; to be provided in a future release.
      • Banner details will contain data subject to FERPA requirements 

    The following resources/training are highly recommended: 

  • Oracle Budget Roles
    Critical Concept

    In Oracle Budget, each higher-level role in the hierarchy has the access/capabilities of the roles below it.

     
    Oracle Budget Roles

     

    Current ORG Power Users
     

     

    Additional Assignment Considerations
    • Do not provision Power Users as a User or Viewer
    • Do not provision a User as a Viewer
    • Users will need to be provisioned for each department they need to manage
    • A Viewer should only be provisioned once
  • Oracle COA Management Roles
    Oracle COA Management Roles

    Oracle COA Management is UCR’s new Chart of Accounts Data Management System.
     

    Role Name

    Assignment Eligibility

    Viewer

    All

    ORG Requestor Activity

    Faculty/Staff only; no Affiliates or Students

    ORG Requestor FLEX1

    Faculty/Staff only; no Affiliates or Students

     

    Additional Role Considerations
    • To request new Flex2 values, the Org CFAO should submit the request to stephm@ucr.edu. Please ensure the request includes the following: 1) First and Last Name, 2) NetID, 3) Employee ID, and 4) The non-C&G fund sources that require tracking with the Flex2 value.
    • In the event of a CFAO retiring or leaving the University, the Department will need to initiate a request to an FP&A Application SAA to assign the ORG Approver Roles.
  • Oracle Financials Roles
    Oracle Environment Access
    • Unit staff taking hands-on training must be assigned roles in Training - Oracle Financials to support their training efforts; this is in addition to their Oracle Financials production roles.
    • JR = Job Role
    • Roles must be assigned individually
    • Most roles required a security context (i.e., Accountability Structure); users will need to be assigned roles for every Accountability Structure the user will be performing the role function.
      • For example, if a user is the Purchasing Department Fiscal Approver for the Department A and Department B; the role will need to be established under both departments.  
    • UCR Inquiry JR role provides inquiry access to various modules
      • Procurement, Accounts Payable, General Ledger, Fixed Assets, Accounts Receivable (C&G related), PPM Awards, PPM Projects, PPM Project Costs
    • Oracle roles assigned in EACS are typically available in Oracle within several minutes. 
       
    Oracle Financials Roles

    Domain

    Role Name

    Description/Duties

    General Ledger

    UCR Budgetary Control Inquiry JR 
    • Access to view budgets in the GL (note budgets created in PPM or EPM will flow to the GL for inquiry/reporting purposes)

    System Inquiry

    UCR Inquiry JR
    • Access to view all modules, transactions, orders, and financial data within Oracle Financials
    • Assign the UCR Inquiry JR role whenever you assign any other role in Oracle Financials

    Project Portfolio Management (C&G)

    UCR Grants Department Analyst JR
    • Grants reporting notifications based on Accountability Structure

    Project Portfolio Management (C&G)

    UCR Projects Budget Management JR
    • Maintain award budgets, not limited to Accountability Structure

    Project Portfolio Management (C&G/Capital)

    UCR Projects Department Costing JR
    • Available in EACS but not currently utilized

    Workflow Approver (C&G)

    UCR Grants Department Administrator Approver JR
    • Available in EACS but not currently utilized

    Project Portfolio Management (C&G)

    Project Manager*
    • Not assigned in EACS 
    • Access is automatic if designated as a Lead Investigator or Co-Investigator on an Award/Project
    Procurement UCR Purchasing Requisition Entry JR
    • Create and submit procurement requisitions to Department Transactors
    Procurement UCR Purchasing Department Transactor JR
    • Create and manage procurement requisitions that align with the campus procurement standards and UC policy
    • Edit access of requisition through approval notification.
    • Create/modify Purchase Orders and Contract Purchase Agreements
    • Create Purchase Orders through 'Process Requisitions'
    • Create and Modify Contract Clauses.
    • View/Inquire Purchase Orders
    Procurement

    UCR Purchasing Receiving JR
    • Receive expected shipment lines
    • Correct receipts
    • Return receipts
    • Basis for payment of invoices
    Procurement UCR Supplier Requestor JR
    • View Supplier Details (internal/external suppliers)
    • Request New Supplier
    Workflow Approver (Procurement) UCR Purchasing Department Fiscal Approver JR
    • Responsible for approving all financial transactions related to Procurement
    Workflow Approver (Accounts Payable) UCR Payables Department Fiscal Approver JR
    • Responsible for approving all AP invoices related to Procurement over $10K

     

    Separation of Duties

    Separation of duties is necessary to ensure transactions are being completed in a manner that prevents errors or fraud.

    Assigned Role

    Conflicting Role(s)

    Rationale

    UCR Purchasing Department Transactor JR

    UCR Purchasing Receiving JR
    • Employee other than the individual placing the ordered should review and receive order

    UCR Purchasing Department Transactor JR
    • UCR Payables Department Fiscal Approver JR 
    • UCR Purchasing Department Fiscal Approver JR
    • Employee other than the individual placing the ordered should authorize payment
    • Approver should check for reasonableness of expenses and investigate those outside the norm

     

    Additional Assignment Considerations
    • In the production environment, SAAs should continue to ensure role assignments are based on the individuals job duties/requirements and that the individuals has completed required training
    • Department Procurement Transactor's procurement limit is $10K; requisitions over $10K must route to Central Procurement.  There is no ability to modify this amount in EACS
    • Department Transactors cannot approve their own transactions  
    • All Requisitions created/finalized by the Department Transactor will route to a Department Fiscal Approver.
    • All Requisitions and invoices greater than $10K charged to a contract, grants and capital project will route to the designated Lead Investigator, Co-Investigator or Project Manager on the project code.  Note: the PI will need to approve all subaward invoices. 
    • If your department does not have Capital Projects or Contracts and Grants funding, it is not advised to assign Project Portfolio Management roles highlighted in green.
    • All department “Workflow Approver” roles should be assigned at the FAO/FOM level or higher.
    • If provisioning the PI in a Procurement role, it should be limited to the “Requester” role.  Any other role will negatively impact workflow.