Integrated Systems Responsibilities and Training

For each Integrated System finance module you will find a description of each system responsibility associated with that module, and information about required or recommended training. Most finance responsibilities require the completion of training and with a few exceptions, require completion of an instructor-led introductory course, Finance Fundamentals, as well as online training specific to the responsibility. The steps to complete required training are:

  1. Click on the module name and find the responsibility.
  2. Click on the link for the Learning Program and log into Workday.
  3. Follow these instructions for completing a Learning Program.
  4. Complete all training.  Please complete the courses in the order listed in the program, with the exception of Finance Fundamentals and the PO Shopper's Guide to Finance Fundamentals, which can be completed at any time throughout the program.
  5. IMPORTANT:  Email [email protected] when you have completed the program for a responsibility.
Purchasing and Accounts Payable (PO and AP)
  • PO Shopper-$1: Enter purchase requisitions and place orders using the UVA Marketplace and access and update receiving in iProcurement. All requisitions will route for approval to a PO Approver. Note: This responsibility does not require the use of a UVA identity token and can be accessed using the "Employee/Manager Self-Service" button on the Integrated System home page. Completion of the PO Shopper-$1 Learning Program is strongly recommended.
  • PO Shopper>$1: Enter purchase requisitions and place orders using the UVA Marketplace and access and update receiving in iProcurement. User will have self-approval up to a specified dollar limit less than $5,000. Note: This responsibility does not require the use of a UVA identity token and can be accessed using the "Employee/Manager Self-Service" button on the Integrated System home page. Completion of the PO Shopper>$1 Learning Program is required.
  • PO Requester: Have the same level of access as PO Shoppers but can also view Purchase Order (PO) information and run reports in the Integrated System. The AP/PO Viewer responsibility is automatically assigned with PO Requester. Completion of the PO Requester Learning Program is required.
  • PO Purchaser: Have the same level of access as PO Shoppers and PO Requesters, and additionally are able to initiate and approve payment vouchers and view Accounts Payable information. The AP/PO Viewer responsibility is automatically assigned with PO Purchaser. Completion of the PO Purchaser Learning Program is required.
  • PO Approver: Approve purchase requisitions entered into the Integrated System by PO Shoppers, PO Requesters, and/or PO Purchasers. This responsibility does not enter requisitions or order goods/services in the UVA Marketplace. Users review items requiring their approval via email notification or within the Integrated System. PO Approvers are able to open and view notifications, access the Edit Requisition and View Requistion Details links, and can review and/or update requisitions before approval. Completion of the PO Approver Learning Program is required.
  • AP Fellows Stipend Processor: Process transactions in the Accounts Payable module, specifically access to view and add vendors (UVA Fellows, NRA UVA Fellows) into the vendor file, create distribution sets, and create and approve recurring invoices. This responsibility is granted only to specific departments. The AP/PO Viewer responsibility is automatically assigned with AP Fellows Stipend Processor. Completion of the AP Fellows Stipend Proccessor Learning Program is required:
  • AP/PO Viewer: View information in the Purchasing and Accounts Payable modules of the Integrated System. This responsibility is automatically assigned with most of the AP and PO responsibilities. No training is required, although completion of the AP/PO Viewer Learning Program is recommended.

Workflow and Requisition Limit Changes

Submit a new ESHARP request for the following types of changes: 

  • To permanently change your approver submit a PO-Change Approver request.
  • To increase or decrease your requisition limit, submit a PO-Change Requisition Limit request.
  • To change both your approver and your requisition limit at the same time, submit a PO-Change Approver and Requisition Limit request.
General Ledger (GL)
  • GL Specialist: Create and approve journal entries and inquire or report on GL account activities and balances. May also view GL information; create journal entries to record cash deposits and other GL activities, including university investment programs; correct or reverse previously created journal entries; self-approve journal entries within pre-determined limits; approve journal entries of other GL Specialists; and inquire and report on GL activity and balances. The GLViewer responsibility is automatically assigned with GL Specialist. Completion of the GL Specialist Learning Program is required.
  • GL Viewer: View GL information. No training is required.
Grants Management (GM)
  • GM Award Manager: Set up projects and tasks and fund projects from existing award installments (link awards and projects). May also create award/project budgets; reconcile all award transactions; create and adjust expenditure batches for recorded transactions, for new transactions, and for UVA manual encumbrances; enable budgetary controls on non-G&C projects; and reconcile all project transactions. The GM Award Manager, GM Project Manager, and GM Transaction Specialist responsibilities are automatically assigned with GM Viewer. Completion of the GM Award Manager Learning Program is required.
  • GM Role Manager: Change key members on non-G&C projects and awards, and change fiscal contacts, examiners, and fiscal officers on G&C projects. Completion of the GM Role Manager Learning Program is required. 
  • GM Limited Setup Specialist: Change key members on non-G&C projects, and change personnel on non-sponsored awards for which they also hold the GM Limited Setup Specialist responsibility. May also change personnel, installments, installment DFFs, and project funding on non-G&C awards for which they also hold the GM Limited Setup Specialist responsibility. Completion of the GM Limited Setup Specialist Learning Program is required.
  • GM Project Manager: Set up projects and tasks. May also create award/project budgets; reconcile all project transactions; create and adjust expenditure batches for recorded transactions, for new transactions, and for UVA manual encumbrances; and reconcile all project transactions. The GM Transaction Specialist and GM Viewer responsibilities are automatically assigned with GM Project Manager. Completion of the GM Project Manager Learning Program is required.
  • GM Transaction Specialist: Process transactions in the Grants Management (also called Grants Accounting) module; create and adjust expenditure batches for both new and recorded expenditures, and for UVA manual encumbrances. The GM Viewer responsibility is automatically assigned with GM Transaction Specialist. Completion of the GM Transaction Specialist Learning Program is required.
  • GM Viewer: View information in the Grants Management (also called Grants Accounting) module. This responsibility is automatically assigned with other GM responsibilities. No training is required.
Accounts Receivable (AR)
  • AR Billing Specialist: Create and maintain customers, create transactions, and input/review accounting distributions. The AR Viewer responsibility is automatically assigned with AR Billing Specialist. (Available to individuals in areas with business operations where there is a need to bill customers. Departments at remote UVA locations should request AR Billing Specialist-Remote. Completion of the AR Billing Specialist Learning Program is required.
  • AR Viewer: View customer records and invoices and run reports. No training is required.

Note: Receipt application and collection tasks are performed by individuals in UVAFinance, not by AR responsibility holders in the departments.

Labor Distribution (LD)
  • LD Specialist: Individuals who enter labor schedules, initiates distribution adjustments, and accesses labor distribution reports. Completion of the LD Specialist Learning Program is required.
  • LD Schedule Specialist: Individuals who enter labor schedules only. Completion of the LD Labor Schedule Specialist Learning Program is required.
  • LD Viewer: Individuals who view labor schedules only. Completion of the LD Viewer Learning Program is recommended.
  • LD Approver: Individuals who enters labor schedules, initiates and approves distribution adjustments, and accesses labor distribution reports. Completion of LD Approver Learning Program is required.
  • LD Approver/Setups: Individuals who enter labor schedules, initiate and approve distribution adjustments, access labor distribution reports, and sets up organization (org) default labor schedules. Completion of LD Approver/Setups Learning Program is required.

LABOR DISTRIBUTION CENTRAL RESPONSIBILITIES - 

  • LD Administrator: This responsibility is assigned to individuals in central Human Resources having Labor Distribution access, with procedural limitations. This responsibility comes seeded with the LD applications, and permits access to all application menus, processes, reports, and functions.

    The specific functions to which the LD Administrator will have access within the Integrated System include:Setting organization suspense and default labor schedule accounts, Creating a labor schedule for a new employee/assignment, Modifying existing labor schedule(s) for an employee, Creating PTAEO Timesheets extract file, Importing non-Integrated System payroll sublines into LD, Creating distribution lines in LD, Summarizing and transferring payroll transactions to GM, Defining automated labor encumbrance parameters, Creating automated labor encumbrances in LD and GM, Updating automated labor encumbrances in LD and GM, Liquidating automated labor encumbrances in LD and GM, Defining/submitting distribution adjustments, Summarizing and transferring distribution adjustments to GM, Generating effort report data, Regenerating effort reports due to distribution adjustments, Reviewing/approving/certifying effort reports, Monitoring effort reporting compliance

  • LD Specialist OSP: This responsibility is assigned to individuals in the Office of Sponsored Programs requiring access to the effort reports options, certain processes and reports and set up options for effort reports. This responsibility will not have access to labor scheduling or distribution adjustments. The specific functions to which the LD Specialist-OSP will have access within the Integrated System include: Administers effort reporting process, Generating effort report data, Regenerating effort reports due to distribution adjustments, Monitoring effort reporting compliance

Finance Reporting
  • EDW_P_Finance: This responsibility allows access to reports for all finance applications, including GA, GL, LD, AP, PO, and other finance reporting.
  • EDW_P_Travel_Expense: This responsibility allows access to travel and expense reports that contain fully approved expense report data from the ExpenseUVA (Chrome River) application. 
  • EDW_P_Student_Finance: This  responsibility allows access to Student Account information, such as tuition, fees, and other charges and payments. 
  • EDW_P_FAID_Department:  This responsibility allows access to reports needed by individuals who do Financial Aid awarding at the departmental or school level (other than Law, Darden and Medicine). Includes SAFM data.
  • EDW_P_FAID_Prof_School:  This responsibility allows access to reports needed by individuals in the professional schools (Law, Darden, and Medicine.)

For more information see the ESHARP Responsibility Mapping Guide.