Requesting an Asset Manager Role

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Overview

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 course outlines how a supervisor can assign the Asset Manager role.

In this article, you will learn the steps to request an Asset Manager role (UGA AM Department Update) for an employee using the Access Request Form in the UGA Financial Management System.

This form should be completed by the employee's HR Supervisor.

1. Step 1

First, log into the Financial Management System.

On the UGA Financials homepage, click the Request Access tile.

2. Step 2

The UGA Access Links page is displayed.

To request an Asset Manager role, click the UGA Financial Management System Access Request link.

3. Step 3

The Security Access Request page is displayed.

Under the Add a New Value tab, enter the MyID for the employee for whom you wish to assign an Asset Manager role in the User ID field.

Note: You can use the lookup magnifying glass to search for an employee. The Description search prompt will be a last name search.

Example shown here: " uga12345 ".

4. Step 4

Click the Add button.

5. Step 5

The Access Request page is displayed. Your name and User ID are recorded as part of the Access Request Form.

Your Chief Financial Officer (CFO) is responsible for approving the access request.

To select the CFO Approver, click the CFO Approver drop-down menu.

6. Step 6

Click the appropriate CFO Approver from the list.

Example shown here: Nightengale,David .

7. Step 7

You can confirm whether an employee already has an Asset Manager (UGA AM Department Update) role.

To view the selected employee's current access, click the arrow to the left of the Access Billing Business Unit and View User's Roles section.

8. Step 8

In the View and Remove Any of User's Current Roles section, you can view what access the employee currently has before you request an additional role for the employee.

For this example, the selected employee does not have an Asset Manager role.

9. Step 9

On the Access Request Form, you can enter a reason why you are requesting an Asset Manager role for the selected employee in the Justification for Access field.

10. Step 10

Click the arrow to the left of the Access Requested section to expand it.

11. Step 11

To add an additional role for the employee, you can enter the appropriate name of the role in the Role Name field. You can also search for the role by clicking the lookup magnifying glass.

Example shown here: lookup magnifying glass.

12. Step 12

The Look Up Role Name pop-up window is displayed.

Click the the UGA AM Department Update link in the Role Name section.

13. Step 13

The selected Role Name now appears in the Additional Roles Needed section.

14. Step 14

When you are ready, click the Submit button.

15. Step 15

The request is submitted to the CFO for approval. You can view the approval workflow at the bottom of the page.

Additional Information:

Asset Manager Role:

Role Title: UGA AM Department Update
Assignment of this role comes with required training.
After assignment and training is complete, the recipient must email onesource@uga.edu stating the training has been completed.

Training Required:

A webinar of the required training can be found on the Maintaining Custodial Records page.
Additional walk-throughs can be found below:

*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, and Journal Approver), please work with your School/College/Unit's CFO approver.