Access & Roles
UCIBuy+ uses role-based access to ensure purchases follow university policy and approval requirements. Roles determine what actions a user can take in the system, such as creating carts, submitting requisitions, or approving purchases.
Depending on the role, access is granted through a combination of department approval, inherited roles, and central assignment. Roles are listed in the typical UCIBuy+ workflow order, from cart creation through final approval.
Graduate student access: Access to UCIBuy+ is linked to their UCPath appointment. Students with inactive appointments or on leave/Short Work Breaks (SWB) cannot access the system, even if they previously had access. Please contact your payroll supervisor for additional guidance.
| Role Name |
Description |
Access Steps |
Shopper
(default role) |
- Can create carts for goods or services, at any dollar amount.
- Cannot submit purchases; carts must be assigned to a requisitioner or departmental buyer.
- Some information fields (such as department or organization) may be blank.
- Automatically available to all active employees upon first sign-in (SSO).
|
Log in to UCIBuy+ using single sign-on (SSO). |
Requisitioner
(optional role) |
- Create and edit carts.
- Receive carts from shoppers.
- Add accounting information, if known.
- Submit complete requisitions into workflow.
|
Request access through KSAMS
Remove access through KSAMS
|
| Department Buyer |
- Review, edit and approve requisitions.
- Ensure accuracy and policy compliance.
- Return or reject requisitions, as needed.
- Required at level 5 org (dept. / unit).
|
Complete required UCLC training (UC Irvine: Procurement Fundamentals).
Request access through KSAMS
Remove access through KSAMS
|
| Financial Approver 1 |
- Validate and approve funding and accounting information for all dollar amounts.
- Edit accounting codes as needed (cannot change chart or account number).
- Approve routed purchase requisitions; revert to the departmental buyer for account updates or disapprove as needed.
|
Access is inherited from KFS (fiscal officer and delegate).
Note: Delegates display as primary approvers in UCIBuy+.
|
| Financial Approver 2 |
- Approve transactions of $100,000 or more.
- Assigned at the level 5 organization.
- Cannot edit purchase requisitions; may revert to the departmental buyer for updates or disapprove.
|
Request access through KSAMS
Remove access through KSAMS
|
| Financial Approver 3 |
- Approve transactions of $500,000 or more.
- Assigned at the level 3 organization (school or division).
- Cannot edit purchase requisitions; may revert to the departmental buyer for updates or disapprove.
|
Request access through KSAMS
Remove access through KSAMS
|
| Restricted Items Approval |
- Review purchases involving restricted commodities or object codes.
- Examples include capital equipment, data security items, and specialty chemicals.
- Reviews occur in parallel with other approvals.
|
Assign based on subject-matter responsibility in coordination with Procurement Services.
Request access through KSAMS
Remove access through KSAMS
|
| Specialty Buyer & Central Buyer 1-5 |
- Review and approve high-value or restricted purchase requisitions.
- Review and approve specialty purchases (e.g., construction agreements, real estate, sponsored projects, etc.)
|
Access is limited and assigned by Procurement Services.
Training or additional review may be required.
Request access through KSAMS
Remove access through KSAMS
|
