The default roles an employee will receive are outlined HERE. Any additional roles required in the system will need to be assigned using the Access Request Form by an employee's HR Supervisor. This tutorial outlines how a supervisor can assign additional roles to an employee by copying roles that have been previously assigned to another user.
Note: UGA FMS approval roles are assigned/maintained by a distributed unit's CFO Approver. To add/update/remove approval roles (Expense Manager, Spend Approver, journal Approver), please work with your school/college/unit's CFO Approver.
Tutorial Resources
Security Roles Spreadsheet
In this article, you will learn the steps to request additional roles by cloning existing security roles from one employee and applying them to another employee in the UGA Financial Management System. This form should be filled out by the employee's supervisor on their behalf.
Note: The same form is used to request access to the UGA Budget Management System and Data Warehouse.
On the UGA Financials home page, click the Request Access tile.
The UGA Access Links page is displayed.
Note: The UGA Financial Management System Access Request link includes UGA Budget Management and Data Warehouse.
Click the UGA Financial Management System Access Request link.
On the Security Access Request page, the Add a New Value tab is displayed.
Enter the User ID for the employee for whom you want to enter a security request. You can type it directly into the User ID field or click the lookup magnifying glass to the right of the User ID field to search.
Click the Add button.
The Access Request page is displayed. Your name and User ID are recorded as part of the Access Request form.
You will use this page to request additional access for the employee.
Your Chief Financial Officer (CFO) is responsible for approving the access request.
To select the CFO Approver, click the CFO Approver drop-down menu.
The CFO Approver drop-down list is displayed with a complete list of approvers.
Click the name of your CFO.
Example shown here: Click Brown, S Sadie
A justification for access is required for each access request.
Enter the appropriate information into the Justification for Access field.
The Clone User Access section allows you to quickly assign roles to an employee that another employee has.
To view options and make changes, click the arrow to the left of the Clone User Access header.
The Clone User Access section expands.
To search for the employee whose roles you want to clone, click the ID to Copy From lookup magnifying glass.
The Look Up ID to Copy From pop-up window is displayed.
Enter the last name in the Description field.
Example shown here: Enter Connelly in the Description field.
Click the Look Up button.
The employees with matching last names are displayed.
Click the appropriate User ID link.
Example shown here: Click to select flconn.
The employee's User ID is displayed in the ID to Copy From field.
To load the employee's security roles, click the Load User's Roles button.
All employee roles are displayed in the Roles to Copy section.
To exclude roles not needed by the employee for whom you are submitting a request, click the appropriate checkbox in the Not Needed column.
Once all the appropriate information has been entered on the Request Access page, click the Submit button.
The request is submitted to the CFO for approval.