User’s Primary Department

To assign a user's department for billing purposes, UT Tracker makes the following two calculations:

• Highest Percentage Position ID (PID): User access is determined by the department paying the "Highest Salary Percentage" and "Percent Time Allocation." PID is a unique alphanumeric ID consisting of six characters that are generated when a position is created.

• Percent Time Allocation (PTA): Percent time is the percentage of an assignment's total hours relative to a 40-hour work week. The highest funding percentage determines the assigned primary account/department.

Roles and Access for Invoice Submittal

Customer

An onboarded division’s employees are automatically assigned access to Invoice Submittals for their primary department after they access Tracker and their user profile is activated. This role allows those employees to search invoice submittals and submit new invoice payment requests. 

Super Customers

Customers who need to submit Invoice Submittals for multiple departments are designated Super Customers in Tracker. Admin Supervisors manage this additional departmental permission, but should not add or include the Customer’s primary department; Tracker assigns the primary department automatically. That inclusion is not needed for Invoice Submittal Processors, Supervisors, or View Only users, who automatically have access to all submitted invoices for all departments within their division.

Super Customer is not a role selection option managed via the Manage User page. Instead, Super Customers are managed via the Manage Super Customer page.

Admin Supervisors access the Manage Super Customer button from their Home page.

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From the Manage Super Customer page, as an Admin Supervisor, you can do the following:

• Search for a user’s name using the Search field at the top right of the table to check if the user already has departments assigned.

• Identify and document all currently assigned departments and determine which should be retained.

• If any departments need to be removed, select the Remove button (X), which removes all department access currently assigned to the user.

• Add departments:

  1. Search (via EID Lookup) or enter the super customer’s EID.

  2. Select a department to assign. You can add only one department at a time.

  3. Select Add to save the selection.

Additions will be added to the user’s department list on this page’s table. Repeat for each additional department needed.

View Only, Processor, Supervisor, and Admin Supervisor

Admin Supervisors can assign additional access or roles by using the Manage User button on their Tracker Home page. Roles that can manually be assigned include Invoice Submittal View Only, Processor, Supervisor, Billing Credit, Billing Admin, and Admin Supervisor. Billing Roles are discussed in the section below.

Ideally, users should only be assigned a single role for Invoice Submittals (View Only or Processor or Supervisor). Users designated View Only can see all invoices for all departments in their division. Processors and Supervisors can view all invoices and also process invoices for payment.

Supervisors can assign invoices to Processors to process the invoice. Admin Supervisors can submit and process invoices for all departments, as well as grant and manage user roles. Admin Supervisors should be limited to a small number of users within the division.

Admin Supervisors can access this page via the Manage User button on the Tracker Home page.

To assign role(s):

1. Search for a user via the Search field at the top right of the table to check if the user already has roles assigned.

2. Identify and document or screenshot all currently assigned roles and determine which should be retained.

3. If roles need to be removed, select the Remove button (X), which removes all roles listed on this table for that person. You cannot remove your own roles.

To assign or reassign roles:

1. Search (via EID Lookup) or enter a user's EID.

2. Select all roles that the user should have.

   • To select multiple roles, select a desired role > tap or click Control (Ctrl) > use the scroll bar to the right of the Role field to scroll through the roles > select the next desired role. Continue until you have selected all roles the user should have.

3. Select Add to save your selection and assign all selected roles.

Roles and Access for Billing

Billing Debt

Users can view IDT Billing and/or Letter Bills billed to their department on the Search page. The following conditions apply:

• The search is limited to the user’s primary department.

• The user’s department needs to be in the Department list.

• A debt Account with the same department and unit code needs to exist in Tracker.

Billing Credit

Billing users that need to submit IDTs and Letter Bills need the Billing Credit role. This role can be managed and added for users with the Manage Users button, following the instructions in the section above. With this role, users can submit billing on behalf of their primary department. To add additional departments, check the information below.

Billing Credit Multiple Departments

Customers may need to submit or view Billing Invoices for multiple departmental accounts and/or departments in Tracker. Admin Supervisors manage this additional department/account permission, but should not add or include the customer's primary department account; Tracker assigns the primary account automatically. This is only for billing customers that need access to multiple department accounts. Billing admin do not need to be assigned additional department accounts since they will automatically have access to all submit bills for all department accounts.

Admin Supervisors manage access for multi-department accounts for billing via the Manage Billing User tab on their Home page.

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From the Manage Billing user page, Admin Supervisors can do the following:

• Search for the user’s name using the Search field at the top right of the table to check if the user already has departments assigned.

• Identify and document all currently assigned departments and determine which should be retained.

• If any departments need to be removed, select the Remove button (X), which removes all department access currently assigned to the user.

• Add departments by following these steps:

  1. Search (via EID Lookup) or enter customer's EID.

  2. Select a department to assign. You can add only one department at a time.

  3. Select Add to save selection.

Additions will be added to the user’s department list on this page’s table. Repeat for each additional department needed.

Note: Billing Credit Dept. users must also be assigned the Billing Credit role to be able to submit bills.

The Billing Admin Role

Billing Admins are able to submit and process bills for all billing credit departments. The Billing Admin role can be added and managed using the Manage User button on an Admin Supervisor’s Home page.