Future State
Explore updated role assignments and workflow to see how purchase requisitions flow through the UCIBuy+ system.
Ad hoc approvals can be added at any step; Roles (except shopper) are requested and approved in KSAMS.
Explore the Responsibilities & Capabilities of Each Role
- Shopping access: create cart for any good/service, any amount.
- Must assign cart to requisitioner or departmental buyer to submit.
- May have empty “default” fields (e.g., dept. org)
- Automatically assigned to all active employees—activated upon SSO.
- Creates/edits carts, receives assigned carts.
- Understands dept. procurement process.
- Adds accounting info, if known.
- Submits complete purchase requisition into workflow.
- Support materials and in-system help text available.
- Pre go-live: role will be pre-loaded in the system.
- Post go-live: new hires added via KSAMs with DSA approval.
- No limit; role can be left blank.
- Reviews, edits, and approves purchase requisitions.
- Ensures accuracy and compliance.
- Can return or reject requisition.
- Available to those who complete training; required at level 5 org (dept. / unit).
- Financial Approver 1: Validates funding / account. Approves all transactions. Inherited from KFS = fiscal officer or delegate. Edit accounting codes section except for chart and account number.
- Financial Approver 2: Approves ≥$100K; level 5 org; MAABO or finance director. No edits.
- Financial Approver 3: Approves ≥$500K; level 3 org (school / division); asst. dean or AVC. No edits.
- All can return or reject requisition.
- One person can hold multiple roles; cannot be blank
- Reviews restricted commodities or object codes (e.g., capital equipment, data security, specialty chemicals / controlled substances, etc.).
- Work approvals happen in parallel.
- Approves high-value, restricted requisitions.
*When multiple approvers are defined, system routes to all assigned approvers for each step in the workflow. Only one needs to assign and approve it to move it forward.
Workflow shows how a PR moves through UCIBuy+ for checks, reviews, and approvals before becoming a purchase order (PO).
Explore the Key Stages of Workflow
Color Coding in the Graphic
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White – Standard approval steps
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Green – Financial or vendor approval steps
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Blue – Error correction or system validation steps
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Outlined (dark blue) – Expanded process steps
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Green highlight – New steps in UCIBuy+ (Jaggaer)
FAQs
Shoppers can build carts but must assign them to someone else to submit. Requisitioners can create and submit requisitions into workflow; the role is assigned as needed and does not require training though user guides exist. Departmental buyers review and approve requisitions, have authority for certain low-value purchases, and must complete training before gaining role access.
Shoppers need to be told who their departmental buyer is. Units should share this information during onboarding and keep it up to date when there are staffing changes.
Yes. Instructions will be provided ahead of go-live.
Yes, in some cases. Departments may assign more than one role to a person, but separation of duties must always be maintained. No one can have complete control over a financial transaction, and individuals cannot approve their own transactions (see BUS-10, Section C-2, pg. 3).
- Allowed: A requisitioner may also be a departmental buyer; shoppers may also be requisitioners (all UCPath employees are shoppers by default); departmental buyers may also serve as shoppers and requisitioners; one person may hold both Approver #1 and Approver #2 roles.
- Not allowed: A departmental buyer cannot also be a financial approver, due to separation of duties1 requirements.
1Separation of Duties: No single individual shall have complete control over all processing functions for any financial transaction. No single individual is authorized to approve their own transaction; all transactions must be approved by someone other than the individual initiating the transaction. (Section C-2; pg. 3: BUS-10: Principles of Accountability with Respect to Financial Transactions)
Role Combination for a Single Transaction
| Role Combination | Allowed |
|---|---|
| Requisitioner + Departmental Buyer + Financial Approver (all different people) | ✅ Yes |
| Departmental Buyer + Financial Approver (all different people) | ✅ Yes |
| Requisitioner + Departmental Buyer (same person as requisitioner) + Financial Approver (different person) | ✅ Yes |
| Requisitioner (same person as financial approver) + Departmental Buyer (different person) + Financial Approver (same person as requisitioner) | ✅ Yes |
| Departmental Buyer + Financial Approver (same person) | ❌ No |
Before go-live, roles will be assigned and populated based on the information units provided in the role assignment worksheet. After go-live, all roles except for shopper will be requested and approved via KSAMS.
Yes. UCIBuy+ includes a notification feature similar to the action list in KFS. Users will receive notifications in their action list when they need to review or approve documents, and they can also receive updates on the status of transactions throughout the purchasing process. Note that fiscal officers/financial approvers will have two action lists to approve campus purchase requisitions; one in KFS and another in UCIBuy+.
UCIBuy+ will look and feel a little different from the current system, with an updated layout and navigation to make it easier to search for items and manage requisitions. Your existing favorites, shopping carts, and custom settings will carry over where possible, though some setup may need to be recreated. The overall purchasing process—building carts, assigning to requisitioners or buyers, and submitting for approval—remains the same.