Financial System Roles

Read access to a Cost Centre allows the user to view/read the information on a specified Cost Centre. Multiple users can have Read access to the Cost Centre.   

Users who require Read access should contact the Service Desk.  

Please note that email authorisation from the Budget Holder is required.  Include the Cost Centre code and type of access required or removal of access.

The Web Requisitioner - Approved Purchaser role allows the user to raise requisitions against Cost Centers to which they have access.  Requisitions up to €500 are automatically approved, and a PO is generated.

• Requisitions over €500 and under €10,000 require workflow approval from the Web PO Approver.
• Requisitions over €10,000 and under €100,000 require workflow approval from the Budget Holder.

Note: multiple users can have Web Requisitioner access on a Cost Centre. 

Users who require Web Requisitioner access should contact the Service Desk. 

Please note that email authorisation from the Budget Holder is required. Include the Cost Centre code and type of access required or removal of access.

Procurement Policy Mandatory Requirement
In line with the Procurement Policy requirements, Financial System Users must undertake the AH0027 Foundation Course to be certified a “Web Requisitioner - Approved Purchaser”.  Further information is available from the Procurement & Contracts Office, procure@universityofgalway.ie. 

Note: To access the Procurement & Contracts Office website from off-campus, a username & password is required. Please contact the  Procurement & Contracts Office, procure@universityofgalway.ie, for these login credentials.

The Web PO Approver role allows the user to approve requisitions over €500 and under €10,000 against a specified Cost Centre. Only one user can be the Web PO Approver on a specified Cost Centre. 

Note: requisitions over €10,000 and under €100,000 require workflow approval from the Budget Holder.

Staff who require Web PO Approver access on a specified Cost Centre should contact the Service Desk. 

Please note that email authorisation from the Budget Holder is required.  Include the Cost Centre code and type of access required or removal of access.

The Budget Holder role allows the users to approve requisitions over €10,000 against a specified Cost Centre. Only one user can be a Budget Holder on a specified Cost Centre.

The Budget Holder must provide written (email) authorization when requesting any role access for users to their Cost Centre, stating the Cost Centre code and type of access required.

Requisition Approval:

• Requisitions over €25,000 require further approval from the Procurement & Contracts Office.
• Requisitions over €100,000 and under €207,000 require further approval from the Procurement Office, followed by the relevant **UMT member.
• Requisitions over €207,000 require further approval from the Procurement Office, followed by the relevant **UMT member, and the Bursar.

Expense Approval:

• The Budget Holder approves expense claims of any value submitted against their Cost Center(s). 

Invoice Approval:

• The Budget Holder approves invoices of any value against their Cost Centre(s).

Change of Budget Holder:

Requests for change of Budget Holder should be directed to the Research Office / Management Accounts Office

The Research Group Web Requisitioner Role is used to grant users web requisitioner access to ALL of a Research Centre/Institutes’ Cost Centers. Go to Web Purchasing FAQ's for a full description of the Research Group Web Requisitioner Role.

Financial System (Agresso) roles are reviewed monthly. Roles that have not been used in the previous 12 months rolling period are removed.
Renewal of these roles can be requested via the Service Desk with Budget Holder authorisation where applicable *.

* Service Desk tickets requesting renewal of the Travel & Subsistence (Smart Expenses) role do not require Budget Holder authorisation.