Overview
All Employee Access
Access to the UGA Financial Management System and UGAmart is granted to ALL active employees at UGA. By default, all users get access to perform the following actions in the system without the need to assign any additional roles:
- Reimbursements: Submit travel/non-travel personal reimbursements in the Expense Module
- Travel Authorizations: Submit Travel Authorizations in the Expense Module
- Delegation: Assign/receive assignment of delegation to work on other employee's Expense Reports (Edit Only) and Travel Authorizations (Edit and Submit)
- Payment Requests: Submit Payment Requests (supplier reimbursements) in the AP Module
- UGAmart: Create and assign shopping carts in UGAmart
- Budget Management: Log into the UGA Budget Management System (after signing into VPN 02 Restricted Group, which requires separate access request). Users will not be able to view reports or perform any actions after logging in and will receive a blank screen.
After Leaving UGA
Individuals who voluntarily separate from UGA and maintain an active UGA MyID will retain access for a period of 60 days after their termination date with limited security access. More information on MyID retention can be found here. This will allow for completion of any applicable expense reimbursements or other financial actions.
Understanding Security Roles
System roles that show up for all employees by default and can be viewed on the UGA_USERS_ROLES query:
- UGA Budget Management (access only, see above)
- UGA Ex Employee
Note: If the query UGA_USERS_ROLES does not yield results or cannot find a particular employee's MyID, then they are most likely not an active employee. If adjustments are required, they would be performed in UGAJobs and/or OneUSG Connect. In OneUSG Connect, the query Employee Job Data will provide additional details on an employee's current status (must have MSS access to view).
For any roles above this default access, an Access Request Form in the UGA Financial Management System will need to be completed by the employee's supervisor. Please see the tutorial Requesting System Access for more information.