University of California, Riverside

ePay



Routing & Roles


ePay Routing and Roles

Users of any financial application must have taken and passed  1) the on-line Enterprise Accountability and 2) the on-line Full Accounting Unit (FAU) training.  Since so many different types of non-PO type transactions can be processed via ePay, there is an expectation that the assigned Transactor be familiar with the various UC policies governing the particular payments they are processing.  Although the system and this support site attempts to guide the transactor in certain areas, it is the Transactor and Approver's responsibility to ensure the transaction complies with policy (this may require some research depending upon the different types of transaction processed by your unit).

A number of roles are available within the ePay Online application.

Please review the listing below for additional information regarding the designation, responsibility and Best Practice Guidelines for assigning ePay roles:

Requestor

This role is optional, and can be used to initiate a request for further processing by the Transactor. This is the only ePay role that is available to student employees. It is also available to Affiliates, Staff, and Faculty.

Top of Page

Transactor

Users possessing this role can initiate and process requests for payment. This role is available to Affiliates, Staff, and Faculty.

Top of Page

Host

Business/Entertainment requests are related to campus events or departmental events, and depending upon the type of event, the payment request may require approval by the event host. This role is NOT assigned via EACS; rather the event host is defined on an event-by-event basis. The event host must have a valid UCR NetID.

Top of Page

Departmental Pre-Approver

This is an optional role available to Faculty and Staff granted via EACS. Requests being processed by accountability structures with one or more Departmental Pre-Approvers will be routed through a Pre-Approver prior to Departmental Approval.

Top of Page

Departmental Approver

This role conducts the final approval of payment requests within the department. The following notes apply:

  • In general, it is expected that the Departmental Approver will be the actual Department Head (e.g. in an Academic department, this approver will be the Chair).
  • EACS will nonetheless accommodate delegations of authority (up to two per department).
  • When creating a Departmental Approver, the SAA will indicate whether the user is the actual Department Head. If the Departmental Approver is NOT the actual Department Head, the SAA must upload/attach a delegation of authority and specify (by UCR NetID) the actual Department Head.

Even in circumstances when the Departmental Approver role has been delegated please be aware of the following:

  • The Delegated Department Approver may not approve requests where they are the payee.
  • The Delegated Department Approver may approve reimbursements to the Department Head as additional approval will occur at the Org. level.
  • The Delegated Department Approver may approve reimbursements to other Delegated Department Approvers if multiple Delegated Department Approver roles have been established.  However, ePay will prompt with the following message:

“Please note Delegated Department Approvers should not approve payments to anyone for whom they directly or indirectly report (i.e. the approval must occur at a higher level of authority). Delegated Department Approvers may approve requests for Department Heads as these requests will automatically be routed to the Organizational Approver.”  

Department Approver versus Delegated Department Approver Considerations

It is recommended that the true department head be established as the Department Approver.

When a Delegated Department Approver is established, the SAA must identify the true department head when creating this delegated role.

When a Delegate Department Approver is established, the true department head will not receive ePay e-mail notifications, but will retain access to approve transactions in ePay. It will be up to the Delegated Department Approver to notify the true department heads to act on items requiring their attention.

When a Delegated Department Approver is established, the SAA should not set up a separate Department Approver role for the true department head; the SAA has already specified the true department head during the set-up of a Delegated Department Approver. Setting up the true Department Approver (versus Delegate) will over-write the previously established Delegated Department Approver(s).

Please note that the Delegated Approver role can be established on an as needed basis. So if the true department head is out of the office for a length of time, the delegated department approver can be added and then removed upon the true department head’s return. Please note the true Department Approver role will need to be re-established.

SAA should be sure to update the designated department head on delegated department approver roles when there is a change in the true department head.

It is important for the SAA to indicate the true department head when setting up the department approver roles, as all payment requests to the true department head must be routed to the Organizational Approver.

REQUESTED ENHANCEMENT: If, due to the volume of transaction or other business necessity, both the Delegated Department Approver and true Department Head need to receive the ePay e-mail notifications, a work around will be to establish the true department head in the Delegated Approver role as well. Note this action will require the SAA to upload a “delegation” document—this can be a simple explanation of the business reason that necessitated this work around.

Top of Page

Organizational Pre-Approver

This is an optional role, granted via EACS (by the Application SAA), available to Faculty and Staff. Requests being processed by accountability structures with one or more Organizational Pre-Approvers will be routed through a Pre-Approver prior to Organizational Approval.

Updates to the Organization Pre-Approver/Organizational Approver/ Organization Delegated Approver roles should be sent to epayfeedback@ucr.edu for action by the ePay Application SAA.

Top of Page

Organizational Approver

The Organizational Approver will approve all requests that require business rule review (e.g. the Payee is the Departmental Approver) or for exceptional reasons (e.g. a reimbursement request exceeds the normal/typical amount). This role is granted via EACS by the Application SAA. The following notes apply:

The Best Practice is for the Organization Head to be the Organizational Approver and for support staff (e.g. CFAO) to act in the Organizational Pre-Approver role.

If the Organizational Approver is NOT the actual Vice Chancellor, Dean, etc, the Application SAA will upload a delegation of authority document. The delegation document will be available within ePay, EACS, and the EACS Accountability report.

These delegations of authority are only valid for non-exceptional requests; for exceptional requests (e.g. per person meal rates exceeded, spousal attendance, etc.) the delegated Organizational Approver will act as an agent on behalf of the VC/Dean by obtaining a wet signature and uploading the VC/Dean’s specific approval of the event.

The Organizational Approver role may be assigned to more than one individual. E-mail alerting Organizational Approvers that a transaction exists and requires review will be sent to all Organizational Approvers within the Accountability Structure in question.

Updates to the Organization Pre-Approver/Organizational Approver/ Organization Delegated Approver roles should be sent to epayfeedback@ucr.edu for action by the ePay Application SAA.

Top of Page

Vice Chancellor/Dean/Chancellor Approvals

If the payee is a Vice Chancellor, Dean, Chancellor or Provost, the individual(s) responsible for the final approval will come from an EACS table maintained by Accounting for this purpose. Please note that all other approvals and routing that are noted in this document will apply when the payee is a Dean/Vice Chancellor, etc. The additional approval occurs after the standard routing has been completed and will be presented to the Vice Chancellor/Dean/Chancellor Approvers in a specialized grid designed for this purpose.

Top of Page

Accounting

Accounts Payable staff performs the final review of each payment request, creating the voucher and subsequent payment via UCRFS.

Top of Page

More Information 

General Campus Information

University of California, Riverside
900 University Ave.
Riverside, CA 92521
Tel: (951) 827-1012

Department Information

Computing & Communications
Computing & Communications Bldg.

Tel: (951) 827-4741
Fax: (951) 827-4541
E-mail: helpdesk@ucr.edu

Footer