Financial Systems

Financial Record System (FRS) Roles and Application

There are three types of roles in FRS: Inquiry only, Requisitioning and Fiscal Agent approval. Users with several roles may need multiple IDs to accommodate the differing roles for differing accounts.

• Inquiry only provides account access, including available balances and look up vendor number information, but no ability to enter any transactions. This access is typically requested if the user needs to see the account activity, but does not have direct account entry or approval responsibility.


• Requisitioning access enables the user to enter requisitions against the accounts listed on the application, but not make the departmental approvals. The requisitioner also has the ability to look up available budget and vendor number information to assist in the correct entry of requisitions in FRS.


• Fiscal Agent approval access provides the user to both enter the requisition themselves and make the required departmental approval against the accounts listed on the application. The user can look up vendor number information and available budgets. The approver's name must be that of the responsible person on the account itself or that person's supervisor. Users with fiscal agent approval on an account have the fiscal responsibility for managing the account.

When users change positions within the University or depart the University, the Department should advise financial systems staff, so the correcting adjustments can be made in the user's FRS access.

• FRS Application must be completed to set up a new user or make changes to an existing FRS user, such as moving to a new department or reporting to a new manager.