eProcurement (Ariba) Roles and Authorization

Roles

Ariba roles are how the system determines what functions a user can perform in the different modules within Ariba. If you have a UW Net ID you will have access to most features (some exceptions apply, see chart below). These roles are set up in ASTRA by the Authorizer for each department. It is important to note that different modules in Ariba offer different roles. Knowing what roles apply to which module, and what roles you the user have, will make for a smooth transaction when using the Ariba functionality.

To log in and access ASTRA, click Here.

These roles are straightforward, however they often do not provide enough review for departments who are cautious about how their funds are used. Additional roles are available for the different modules to facilitate extra review. See the chart below to discover which modules have which roles and any restrictions to be aware of.

Roles applicable to Ariba modules that are not assigned by ASTRA:

                           Preparer- The person who initiates the transaction

                           Requester- A user that is entered in the "On Behalf Of" field (catalog or non-catalog) or "Contact" field (BPO)

* If you don't have access to Ariba (student or affiliate), please have your administrator email eprocure@uw.edu to request access and provide the timeframe the access should be granted for.

Buying (eProcurement Catalog, Non-Catalog and Blanket Purchase Orders)

Roles Assigned in ASTRA by Required Action Notes
Preapproved Preparer Department No User can enter requests with no review/approval if the request is within the limits (ie:on the budget or up to a dollar limit) Not Recommended or recommend adding a Compliance Approver
Requester Ariba Yes A user requesting the order that is entered in the "On Behalf Of" field For Ariba BPO (Blanket PO) the person specified as the Contact is the Requester.
Compliance Approver Department No Approves task before it passes to the Funding Approver for review If this role is part of the approval graph, they will need to approve, even if there is a Pre-Approved Preparer
Approver Department Yes Person who reviews the transaction and approves it for processing. Their authority is defined or limited by Budget or Organization (Org) Code. Various dollar amount levels available.
SubApprover Department Yes Person who reviews a Subaward transaction and approves it for processing. Their authority is defined or limited by Budget or Organization (Org) Code.
Funding Approver 1 Department No Departments can pick the dollar level and budget/org they want for this role

Various dollar amount levels available

Funding Approver 2 Department No Departments can pick the dollar level and budget/org they want for this role Various dollar amount levels available
Watcher Department No No action needed, has visibility to all orders under the assigned budget or org code  
Commodity (Ethanol Alcohol) Approver Department Yes Has the authority to buy ethanol alcohol for the assigned budget/ org code  
Receipt Approver Department Yes Required to receive (as a second layer of approval) if the preparer receives the order  
Central Receiver Department No Receives on behalf of the department for the assigned org code  

 

Example Approval Flow:

 

Paying (Non-PO Invoice, P2I, eReimbursement)

Roles Assigned in ASTRA by Required Action

Notes

Non-PO Invoice Preparer Central Office Yes Prepares (enters information into system) and Submits
Visible after passing assessment
Compliance Approver Department No Approves task before it passes to the Funding Approver for review  
Funding Approver Department Yes Person who reviews the transaction and approves it for processing  
Watcher Department No No action needed, has visibility to all orders under the assigned budget or org code Does not apply to P2I

 

Central Office Roles

These are additional roles you may see in your Ariba approval flow. They are roles that might be added for compliance review or issues that central office must review:

Roles Ariba Function Action Contact Email
ReqAdministrator Buying To review any orders over 50K and any orders that have no Approver set up on the budget/org code pcshelp@uw.edu
EIOApprover Buying To allow Equipement Inventory Office review any orders for equipment eio@uw.edu
DISApprover Buying To review any orders for IT purchases help@uw.edu
OSPApproval Buying Office of Sponsored Project review aribasubs@uw.edu
CPOApproval Buying Capital Projects Office review of any order with budget starting with 40-XXXX 543-5200
RSApproval Buying To review orders that have radioactive material ehsdept@uw.edu
GoodsApproval Buying Buying review for Goods purchase orders purentry@uw.edu
GoodsandServiceApproval Buying Buying review for Goods or Purchased Services purchase orders purentry@uw.edu
ServicesApproval Buying Buying review of Services purchase orders purentry@uw.edu
ITGood&ServiceApproval Buying Buying review of IT Goods and Services purchase orders purentry@uw.edu
Manualbpo Buying Buyer submits manual BPO to the supplier purentry@uw.edu
ReceivingAdmin Receiving Review all receipts that do not have a Receipt Approver or Central Receiver pcshelp@uw.edu
NonPOInvAdmin

Paying

To review any Non POs over the direct buy limit or any Non POs without a Funding Approver assigned pcshelp@uw.edu
InvoiceManager Paying To review any invoices for tax issues or budget issues pcshelp@uw.edu
P2IAdmin Paying To review any P2I with no Funding Approver set up pcshelp@uw.edu
TINMatching Paying To review the name and tax ID of all individuals being paid through P2I ten99@uw.edu
ReimbursementApprover Paying To review all eReimbursements over 3500.00 or where the reimbursement is being paid to a Non-UW Individual payman@uw.edu
ReimbursementReviewer Paying To review all eReimbursements with no Funding Approver set up pcshelp@uw.edu

 

 

Authorization

Ariba authorization management occurs within the organizational units using ASTRA, allowing the most direct and efficient method for managing multiple roles. Authorization for each User is set up by the unit Authorizer in each department. Authorizers grant users access on either a budget, org code, or commodity level, depending on the Ariba application.

 

Learn how to set up Ariba authorizations in ASTRA:

*Note that both documents include instructions on how to set up ASTRA authorization for the Alcohol commodity role.

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