Shopper
(Universal Role)
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- Shops for items in the BearBuy catalogs or with BearBuy Forms.
- Adds items to their shopping cart.
- Optional: Fills out requisition details—accounting codes, shipping address, etc.
- Assigns the cart to a Requester to submit.
Note: Anyone with a UCSF MyAccess account can place items in a shopping cart, but only Requesters can submit orders. |
Requester |
- Reviews and finalizes their own carts and carts assigned from other users.
- Reviews orders for accuracy and completeness, including double-checking any details the Shopper may have entered.
- Fills out requisition details – accounting codes, shipping address, etc.
- Optional: Adds additional Requisition Approvers to the requisition as either Pre-Approvers or Ad Hoc Approvers.
- Submits orders into workflow.
- Ordinary orders < $500 will not route for further approval. Therefore, the Requester must have a solid understanding of accounting/funding sources
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Self-Approving Requester
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- Reviews and finalizes their own carts and carts assigned from other users.
- Reviews orders for accuracy and completeness, including double-checking any details the Shopper may have entered.
- Fills out requisition details—accounting codes, shipping address, etc.
- Optional: Adds additional Requisition Approvers to the requisition as either Pre-Approvers or Ad Hoc Approvers.
- Submits orders into workflow.
- Ordinary orders < $5,000 will not route for further approval. Therefore, the Self-Approving Requester must have a solid understanding of accounting/ funding sources.
Note: Self-Approving Requesters do not actually approve orders, but they have a higher purchasing authority than regular Requesters ($5,000 vs. $500). |
Requisition Approver |
- Orders ≥ $500 (or $5,000 for Self-Approving Requesters) route to a Requisition Approver based on the Procurement Department Code on the requisition.
- Responsibilities:
- Reviews requisition to ensure it is allowable, allocable, and reasonable.
- Approves, Returns, Rejects, or Partially Rejects the requisition.
- Cannot approve their own orders.
- Cannot edit requisitions. (If the order needs to be edited, return the requisition to the Requester with an explanatory comment.
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Optional Approvers –
Ad Hoc Approver or
Pre-Approver |
- Requesters can manually add Ad Hoc Approvers or Pre-Approvers to a requisition’s approval workflow (before submitting the requisition).
- You must have the Requisition Approver role to be selected as an Ad Hoc Approver or Pre-Approver on a requisition. There is not a role specifically for Optional Approvers.
- The responsibilities are the same as a Requisition Approver, except the requisition must be approved by the individual who is assigned as the Ad Hoc Approver/Pre-Approver. (The approval folder is not shared with any other users in your department; only you can approve the requisition.)
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Meeting & Entertainment Approver |
- Catering orders and Meeting & Entertainment Payment Requests route to a Meeting & Entertainment Approver based on the Procurement Dept Code on the requisition.
- Responsibilities:
- Reviews requisition to ensure it is allowable, allocable, and reasonable.
- Approves, Returns, Rejects, or Partially Rejects the requisition.
- Must be familiar with UC BUS-79.
- Cannot approve their own orders.
- Cannot edit requisitions. (If the order needs to be edited, return the requisition to the Requester with an explanatory comment.)
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Voucher Approver |
- Reviews and approves or rejects vouchers ≥ $5,000 that match the PO (within the 10 percent and $500 tolerance).*
- Ensures that goods/services were received before approving the invoice for payment. Departments must establish how end users communicate to the Voucher Approver that goods/services were received.
- Cannot edit vouchers.
Note: When an invoice is received, a payment voucher is generated in BearBuy and matched to the PO. If the invoice amount or quantity exceeds the PO by 10 percent or $500, the voucher will route to a Match Exception Handler for approval (not a Voucher Approver), even if the voucher is ≥ $5,000.
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Match-Exception Handler |
- Reviews and approves or rejects vouchers of any amount where the invoice failed the PO matching tolerance, i.e., the invoice amount or quantity exceeds the PO by 10 percent or $500. (These vouchers will not route to a Voucher Approver, even if the invoice is over $5,000.)
- Match Exception Handlers may need to contact end users to verify that the discrepancy is acceptable or contact the supplier to issue a new invoice.
- Cannot edit vouchers.
Note: Change Order Requests to increase the amount on the PO will not resolve the match exception, but may prevent future match exceptions on the PO. |