Internal Controls - iBuy Roles Explained

iBuy Roles access

To help you understand better how your responsibilities might be affected by the separation of prohibited role combinations, please view the iBuy role descriptions below. By expanding each section, you will learn what each role is used for and how they may be combined while maintaining the necessary separation of duties.

Shopper

iBuy 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. Please note: this role is typically not combined with any other iBuy role.

Shopper role can be combined with:

  • FABweb Unit Rep
  • FABweb Approver
  • Biennial Unit Contact
  • Biennial Unit Head
  • Banner Department Manager/Requestor
  • PCard Holder

Requestor

iBuy 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. Please note: 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.

Requestor role can be combined with:

  • iBuy Approver
  • iBuy Dept Account Coder
  • iBuy Executive Approver
  • iBuy Hospital Requestor (Limited)
  • iBuy Invoice Acknowledger
  • FABweb Approver
  • Banner Department Manager/Requestor
  • PCard Holder

Department Account Coder (DAC)

iBuy 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. Please note: it is advised to have at least two people assigned to the role of DAC in each department.

DAC role can be combined with:

  • iBuy Approver
  • iBuy Hospital Requestor
  • iBuy Invoice Acknowledger
  • iBuy Query Only
  • iBuy Requestor
  • FABweb Unit Rep
  • FABweb Approver
  • Biennial Unit Contact
  • Biennial Unit Head
  • Banner Department Manager/Requestor
  • PCard Holder

Approver

iBuy 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. Please note: It is 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.

Approver role may be combined with:

  • iBuy Dept Account Coder
  • iBuy Hospital Requestor
  • iBuy Invoice Acknowledger
  • iBuy Query Only
  • iBuy Requestor
  • FABweb Approver
  • Banner Department Manager/Requestor
  • PCard Holder

Executive Approver

iBuy Executive Approver can approve, reject, forward, or return requisitions within their approval queue. The Executive Approver cannot edit requisitions.

Executive Approver role can be combined with:

  • iBuy Hospital Requestor
  • iBuy Invoice Acknowledger
  • iBuy Query Only
  • iBuy Requestor
  • FABweb Unit Rep
  • FABweb Approver
  • Biennial Unit Contact
  • Biennial Unit Head
  • Banner Department Manager/Requestor
  • PCard Holder

Query Only

iBuy Query Only can only review requisitions, purchase orders, and invoices for validation of account or report reconciliation. It is unable to perform any other actions on a requisition. Please note: this role cannot be combined with that of a Requestor.

Query Only role can be combined with:

  • iBuy Approver
  • iBuy Dept Account Coder
  • iBuy Executive Approver
  • iBuy Invoice Acknowledger
  • Fabweb Unit Rep
  • Fabweb Approver
  • Biennial Unit Contact
  • Biennial Unit Head
  • Banner Department Manager/Requestor

Invoice Acknowledger

iBuy Invoice Acknowledger an approve, return, or forward invoices within their approval queue. This role will only acknowledge invoices with line items over $50,000 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. Please note: it is advised to have at least two people assigned to the role of Invoice Acknowledger in each department.

Invoice Acknowledger role can be combined with:

  • iBuy Approver
  • iBuy Dept Account Coder
  • iBuy Executive Approver
  • iBuy Hospital Requestor
  • iBuy Query Only
  • iBuy Requestor
  • FABweb Unit Rep
  • FABweb Approver
  • Biennial Unit Contact
  • Biennial Unit Head
  • Banner Department Manager/Requestor
  • PCard Holder

Hospital Requestor (UIC only)

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.

Hospital Requestor role can be combined with:

  • iBuy Approver
  • iBuy Dept Account Coder
  • iBuy Executive Approver
  • iBuy Invoice Acknowledger
  • iBuy Requestor (Limited)
  • FABweb Approver
  • Banner Department Manager/Requestor
  • PCard Holder

Keywords:
purchasing PO requisition P-Card PCard 
Doc ID:
131629
Owned by:
Learning Systems Support in UI Training and Development Resources
Created:
2023-09-21
Updated:
2024-06-11
Sites:
University of Illinois Training and Development Resources