BFS Role Definitions

The sharing of passwords or misuse of the responsibilities inherent in BFS/BIBS roles may result in denying the user access to the system.

Temporary Budget
This role should be assigned to individuals who are authorized to process temporary budget journals.  The new online temporary budget journal process replaces the current "Transfer of Funds" form.  Temporary budget journal processing does not require a Preparer and Reviewer as is required for financial journal processing.  A single budget user will be able to both enter and post journals to the temporary budget ledger.

In general, the budget users should have a comprehensive knowledge of budget processes, as well as responsibility for review and oversight of their unit’s budget.  For this reason, managers should assign temporary budget journal processing to users who currently have signature authority to process transfers of funds transactions. Secondary review of budget journals by managers will be provided through a post audit review report of all budget transactions for their units

Financial Journal Preparer ( FJP)
Individual authorized to prepare online financial journals.  These journals transfer amounts in the actuals ledger from one chart string to another.  The FJP should ensure the transfer is in accordance with University policy and is a transfer of amounts to the correct chart string.  These transactions do not replace the zero adjustments in the AP/PO module. The Financial Journal will replace the current UFIN 120’s and IOC journals and other existing financial journals.  The role has access to online Actuals Ledger inquiry.

Financial Journal Reviewer (FJR)
Individual authorized to review online financial journals for their processing unit. It is the Reviewer’s responsibility to ensure the transfer authorized is in accordance with University policy, is charged to the correct chart string, and all supporting documentation for the transaction is on file.  Once the journal has been reviewed, it will be posted to the General Ledger.

The Reviewer cannot prepare or modify the transactions.  If the Financial Journal Reviewer wants the transaction changed, it must be returned to the Financial Journal Preparer.  If the transaction involves transfers to other processing units, the Financial Journal Reviewer is responsible for obtaining the other processing unit’s approval prior to completing the review process. An individual cannot prepare and review the same Financial Journal.  The role has access to online Actuals Ledger inquiry.

Flexfield / Speedtypes Set Up (FJFS)
Individual authorized to set up, change, or delete speedtypes and flexfields for their organization. The individual should ensure they are set up in accordance with University policies for the correct organization. The individual is responsible to ensure the speedtypes are set up with the correct chart string values and the correct chart string combinations.  The role has access to online Actuals ledger inquiry

An individual may have any combination of the above General Ledger roles.   However, they cannot prepare and review the same Financial Journal.

Preparer
Individual authorized to prepare requisitions and purchase orders for their functional unit(s). They can modify transactions but not review them. A Preparer can modify any other preparer’s transactions in their processing unit. The Preparer can initiate soft lien transactions.  No review will be required for the recording of the soft lien.  The Preparer should ensure the expenditure is in accordance with University policy and is charged to the correct chart string.

Reviewer
Individual who authorizes purchase orders and requisitions for their processing unit.   It is the Reviewer’s responsibility to ensure the expenditure authorized is in accordance with University policy and is charged to the correct chart string.

The Reviewer cannot prepare or modify any transactions.  If the Reviewer wants the transaction changed, it must be returned to the Preparer.  If the transaction involves charges to other processing units, the Reviewer is responsible for obtaining the other functional unit’s approval prior to completing the review process.

Approver
Applies to Accounts Payable vouchers. Individual authorized to approve payment of invoices for their processing unit(s). It is the approver’s responsibility to ensure that the goods or services have been received.

AP/PO Inquiry
Individual authorized to inquire only in the accounts payable / purchasing modules.   The individual does not prepare or review requisitions or purchase orders, nor do they approve payment of invoices.

An individual may have any combination of the above Accounts Payable / Purchasing roles.  However they cannot prepare and review the same AP/PO transaction.

 Last updated: 04/09/01