Understand roles and qualifiers
The following buying and paying-related roles and authorizations are stored in the MIT Roles Database. Most roles are assigned with a qualifier code, which specifies the funds or group for which you have that authorization. For example, you may have the role B2P SPENDING GRP REQ APPROVER for the qualifier SG_DEMO101, which allows you to approve requisitions for cost objects within the spending group SG_DEMO101.
| Role Name | Role Description | Qualifier | Function |
|---|---|---|---|
| CAN SPEND OR COMMIT FUNDS | This role is used by some departments to enable auto-approval for requests under $500 in the B2P system. This role is also used to enable authorizations for Credit Card Verifier, Aims Parking, and Service Request Forms for Facilities Work Orders. |
FC_ or F_ (Fund Center or Fund) |
SAP |
| B2P SPENDING GRP REQ APPROVER | Allows user to approve requisitions in the B2P system (for departments that use spending group hierarchy) |
SG_ (Spending Group) |
COUP |
| B2P FUND CTR REQ APPROVER | Allows user to approve requisitions in the B2P system (for departments that use fund center hierarchy) |
FC_ or F_ (Fund Center or Fund) |
COUP |
| INVOICE APPROVAL UNLIMITED | Allows user to approve invoices in the B2P system and Requests for Payment in the eRFP system |
FC_ or F_ (Fund Center or Fund) |
SAP |
| CREDIT CARD VERIFIER | Allows user to verify ProCard charges | SAP | |
| B2P CENTRAL RECEIVING | Allows user to view the Inventory tab in B2P in order to mark orders placed by other individuals as Received in the B2P system. |
D_ (Department) |
COUP |
| VIEW B2P TRANSACTIONS | Allows user to create Views shared by other individuals with this role. |
D_ (Department) |
COUP |
Assign roles
If you need a certain role or authorization to do your work, ask your department’s financial or administrative officer to assign it to you.
If you are a Financial Primary Authorizer, you have the ability to assign authorizations in the Roles Database through MIT’s web-based Roles application at https://rolesapp.mit.edu/. To get started with the application, refer to https://ist.mit.edu/business/roles/introduction. For assistance assigning authorizations, contact business-help@mit.edu.
If you need to request or assign access to the Data Warehouse for reporting purposes, use the form at https://ist.mit.edu/business/warehouse/access.
Maintain roles
Because Roles control spending authority and access to department-specific information, it is important to keep your authorizations up to date. If you are a Financial Primary Authorizer, it is your responsibility to maintain the authorizations for your area, including updates if:
- a staff member leaves the group
- a staff member moves to a new position
- new staff join the group
It is also a good practice to review your group's Roles annually.