Department Role & Responsibilities Updates

Shopper

A Shopper is the most basic role in Gateway. The shopper role is automatically assigned by default to anyone logging into the system using a UCSB NetID. Shoppers can build shopping carts and draft requisitions using supplier quotes, catalogs, punch-out or integrated supplier sites, or specialty forms. Shoppers assign their draft carts to a Requester, or draft a requisition and assign the requisition to a Requester for processing.

Requester

A Requester can draft a cart or requisition, assign a cart or requisition to another Requester, or submit a requisition into workflow for approval. The Requester also has the ability to create receipts and close purchase orders. The Requester is designated by the department as the authorized low value buyer and is accountable for ensuring the order complies with UC and UCSB purchasing policy and procedures. Employees must complete training to be assigned to this role. Annual refresher training is also required. The Requester is the designated transaction “Preparer” for the purposes of BFB 10 and delegated Low Value Purchasing Authority as described in BFB 43. Requesters cannot be assigned FRU Approver or Project Analyst permissions due to separation of duty requirements.

Department Analyst

The Department Analyst role has the ability to edit, return, reject, or approve a requisition. Assignment of this role, which functions as a secondary requester, is optional and only triggered for requisitions that contain FRU values associated with the role. Project values are not associated with this role or workflow step. Employees must complete training to be assigned to the role. Annual refresher training is also required. Department Analysts cannot be assigned FRU Approver or Project Analyst permissions due to separation of duty requirements.

Project Analyst

The Project Analyst authorizes the commitment of funds for their assigned Project values and ensures the Requester has fulfilled their responsibilities by reviewing the requisition for accuracy and compliance with UC/UCSB procurement policy and procedure. The Project Analyst also certifies the purchase is allowable, allocable, reasonable, and has a legitimate business purpose. The Project Analyst can return the requisition to the Requester if changes are required, reject the requisition, reject individual line items, and approve the requisition when the order is ready to be issued.

The Project Analyst also serves as the department’s designated approver for invoices charged to their assigned Project values. Project Analysts either approve all invoices, regardless of dollar amount or only invoices valued at $5,000 or greater, depending on the review threshold assigned by the Requester on the associated requisition. All Project value related FlexCard transactions are reviewed by the Project Analyst regardless of dollar amount. The Project Analyst is the designated requisition and invoice transaction “Reviewer” for the purposes of BFB 10. Project Analysts are required to complete training before the role can be assigned. Project Analysts cannot be assigned the Requester or Allocator permission due to separation of duty requirements.

For additional PGM related role duty details see PA and PM Persona Descriptions

FRU Approver

The FRU Approver authorizes the commitment of funds for their assigned GL FRU values and ensures the Requester has fulfilled their responsibilities by reviewing the requisition for accuracy and compliance with UC/UCSB procurement policy and procedure. The FRU Approver can return the requisition to the Requester if changes are required, reject the requisition, reject individual line items, and approve the requisition when the order is ready to be issued. The FRU Approver role can be assigned by dollar range. The FRU Approver is the designated transaction “Reviewer” for the purposes of BFB 10. FRU Approvers are required to complete training before the role can be assigned. FRU Approvers cannot be assigned the Requester or Department Analyst permissions due to separation of duty requirements.

Project Manager

The Project Manager can return, reject, or approve a requisition. The primary purpose of this workflow step is for the Project Manager to certify the allocated expenses are appropriate and should be directly charged to the project. The Project Manager also reviews and approves Subaward related invoices.

For additional PGM related role duty details see PA and PM Persona Descriptions

Ad-hoc Approver

The Ad-hoc Approver is a role assigned to individuals that need to be added as ad-hoc requisition. Ad-hoc Approvers can reject, return, or approve a requisition. There are three optional ad-hoc approver steps in the requisition workflow.

Receiver

Receivers create cost or quantity receipts and have the ability to close PO’s. Gateway is the receipt system of record for all purchase order related invoices as of July 1, 2025. Receivers are required to complete training before the role can be assigned.

Allocator

The Allocator role has the ability to edit in-process invoices. The workflow step for the Allocator is triggered for FlexCard transactions and a limited set of form-based invoices. The Allocator matches invoices to the correct PO and updates GL FRU, Project, and other invoice values as needed. Allocators are required to complete training before the role can be assigned. The Allocator is the designated transaction “Preparer” for the purposes of BFB 10. Allocators cannot be assigned Department Invoice Approver or Project Analyst roles due to separation of duty requirements.

Department Invoice Approver

The Department Invoice Approver is the department’s designated approver for invoices charged to assigned GL FRU values. Department Invoice Approvers either approves all invoices for a PO, regardless of dollar amount or only invoices valued at $5,000 or greater, depending on the review threshold assigned by the Requester on the associated requisition. All GL FRU related FlexCard transactions will be reviewed by the Department Invoice Approver regardless of dollar amount. The Department Invoice Approver can either approve or return an invoice to the Allocator workflows step if edits are needed. The Department Invoice Approver is the designated invoice transaction “Reviewer” for the purposes of BFB 10. Department Invoice Approvers are required to complete training before the role can be assigned. Department Invoice Approvers cannot be assigned the Allocator role due to separation of duty requirements.