Overview
Details on all BearBuy roles.
Roles & Responsibilities
ROLE | DESCRIPTION |
---|---|
Shopper (Universal Role) |
Note: Anyone with a UCSF MyAccess account can place items in a shopping cart, but only Requesters can submit orders. |
Requester |
|
Self-Approving Requester |
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 |
|
Optional Approvers – Ad Hoc Approver or Pre-Approver |
|
Meeting & Entertainment Approver |
|
Voucher Approver |
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. |
Match-Exception Handler |
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. |
Role Exclusions
One person may not hold a combination of certain BearBuy roles. Below are the roles that one person cannot have:
- Role Exclusion in all cases: The user cannot have these roles together. For example, a user cannot be a Self-Approving Requester and a Voucher Approver.
- Self-Approving Requester and Voucher Approver
- Self-Approving Requester and Match Exception Handler
- Voucher Approver and Match Exception Handler
- Role Exclusion within one department: The user cannot have these roles within one department, but they may have these roles across two or more departments.
- Requisition Approver and Requester (applies if there is only one Requisition Approver in the department)
Role Changes
Everyone at UCSF has the Shopper role by default. Other BearBuy role assignments must be requested by your department Access Administrator through an Access Management System Request. Full details on how to request BearBuy roles are available through the Access Request guide that is available to Access Administrators in the Access Management System.