Role Descriptions

Selected on a travel request or expense report so it routes to that individual in addition to the standard workflow approvers. Optional, unless the Project Manager is also the Traveler.

Reviews and approves travel requests and expense reports for valid, appropriate expenses and policy compliance. Can update funding information (GL chartstring or project). Only one Department Expense Approver per FRU. Can also be the FRU Approver.

Reviews and approves travel requests and expense reports for valid, appropriate expenses, policy compliance, and correct use of the chart string (budget approver). Can update funding information (GL chartstring or project). Can approve for multiple FRUs and can be in another department, but only one FRU Approver per FRU. Can also be the Department Expense Approver.

Same abilities as the FRU Account Approver. Used when the FRU Approver is also the Traveler, so the request or report routes here instead. This keeps Separation of Duties, since no one may approve their own travel.

Can:

• View awards

Cannot:

• Create awards or contracts
• Perform grants configurations

Added to a specific requisition (up to three optional workflow steps). Can approve, return, or reject. No training required.

Same purchasing capabilities as Shopper: creates carts and draft requisitions using hosted catalogs, punch-out suppliers, quotes, or specialty forms, and assigns them to a requestor. Adds read-only visibility to all Gateway requisitions, POs, invoices, and receipts, regardless of creator. No editing or action on those documents.

Edits in-process invoices. Triggered for FlexCard transactions and a limited set of form-based invoices. Matches invoices to the PO and updates FRU, project, and other values. Training required. Cannot hold Department Invoice Approver or Project Analyst.

Secondary requestor. Edits, returns, rejects, or approves requisitions that contain FRU values tied to the role. Not triggered by project values. Training and annual refresher required. Cannot hold FRU Approver or Project Analyst.

Approves FlexCard POs for new card issuance and is the department contact for monthly FlexCard audits. Ensures program compliance (Separation of Duties, restricted commodities, documentation, use tax). Gateway approvals due within 30 days. No training required. Cannot be combined with FlexCard Holder.

Approves or returns (to the Allocator step) invoices charged to assigned GL FRUs. Approves all invoices on a PO, or only invoices of $5,000 or more, depending on the review threshold the requestor sets on the requisition. Reviews all GL FRU-related FlexCard transactions regardless of amount. Training required. Cannot hold Allocator.

Holds a FlexCard for low-value purchases. Cannot be combined with FRU Approver, Department Invoice Approver, Department Flexcard Administrator or Project Analyst.

Approves commitment of funds for assigned GL FRUs for requisitions from $0 to $2,500. Can approve, return, reject, or reject line items. Training required. Cannot hold Requestor or Department Analyst.

Approves commitment of funds for assigned GL FRUs for requisitions from $2,500.01 to $5,000. Can approve, return, reject, or reject line items. Training required. Cannot hold Requestor or Department Analyst.

Approves commitment of funds for assigned GL FRUs for requisitions from $5,000.01 to $25,000. Can approve, return, reject, or reject line items. Training required. Cannot hold Requestor or Department Analyst.

Approves commitment of funds for assigned GL FRUs for requisitions from $25,000.01 to $999,999,999. Can approve, return, reject, or reject line items. Training required. Cannot hold Requestor or Department Analyst.

Approves commitment of funds for assigned project values and certifies the purchase is allowable, allocable, and reasonable. Also approves invoices for assigned projects (all, or $5,000+ per requestor threshold) and reviews all project FlexCard transactions. Training required. Cannot hold Requestor or Allocator.

Creates cost or quantity receipts and closes POs. Gateway is the receipt system of record since 7/1/2025. Training required.

Drafts carts and requisitions, submits requisitions into workflow, creates receipts, and closes POs. Designated low-value buyer. Training and annual refresher required. Cannot hold FRU Approver or Project Analyst.

Can:

• Create, manage and submit project budget versions (working and baseline)
• Import budget amounts
• Generate budget or forecast versions for projects
• Update project resource breakdown structures
• Update the burden schedule multipliers used to calculate burdened costs
• Manage project groups and netting rules

Can:

• View project costs
• View project invoice
• View project revenue

Cannot:

• Update project costs
• Perform projects configurations

Can:

• View project master data

Cannot:

• Update project master data
• Perform projects configurations

Can:

• Review and approve or reject or return any approval requests based on the approval notifications for GL

Can:

• Create or modify transfer requests
• View all transfer requests for current and past periods, their statuses, summary, and risk category
• Export transfer requests

Can:

• Review and approve or reject or return any approval requests based on the approval notifications for Projects