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Before requesting responsibilities the Key Contact should be aware of any responsibilities already held by the user. For instance, if a user already has AP Invoice Manager they will not then require invoice entry. Please refer to the Key Contacts Guide when requesting responsibilities.

Registration of users

UFS registration and amendments will only be accepted from the Key Contact using the online form. For this reason, it is essential that any Key Contact taking leave should make sure all requests are submitted in good time or that a second Key Contact is available during the period of leave. Requests will not be accepted on the pretence that that Key Contact is away.

UFS access or changes to Key Contacts' accounts should be requested by another Key Contact. If there is no other Key Contact then the request should be copied to the Head of Department for approval.

iProcurement: Buyers names are limited to 44 characters including spaces, if requesting access for a user name that exceeds this number please confirm an alternative format in the free text box on the user form.

► New user form

► Request a UFS Responsibility by Department (UFS) report to reivew access.

A user's pc name is a requirement for access to Java, which is needed for UFS modules including iProcurement (e.g Personal profiles).

 How to find your PC name

Amendments to UFS accounts

Details of staff leaving the department, no longer requiring access or requesting more responsibilities must be submitted using the online form. This will also help the audit process.

This form should also be used to notify us of staff on long term sick or maternity leave so the accounts can be disabled until their return.

► User amendment form

Disclaimer - Non Employees/Students

Please note that all new user requests for students or non-employees must include a completed disclaimer form. Full details and form below.  Key Contacts requesting new UFS access for students /non-employees should download and complete the disclaimer form. The form can be scanned and emailed to

Disabled Accounts

Accounts will be disabled if not accessed for a period of 120 days or more. For users that do not use the system on a regular basis, it is advisable to access the system occasionally to prevent the account being disabled. A disabled account can only be enabled on at the request of the Key Contact by submitting a responsibility change form. Accounts will also be disabled if it is thought that the account has been used inappropriately.


Guidance on how to reset your passphrase in LIVE can be found here.  Please note that the forgotten passphrase function does not wok in UFS PLAY. If you have forgotten your PLAY password, please email Finance Training.

If you are still experiencing issues then please contact

Vulnerable Periods

Some systems may not be available between 6.00am to 9.00am Tuesdays and Thursdays, these periods may be used for system maintenance. Users will be notified of any planned use of vulnerable periods here and in the latest bulletin.

Top Tips

Please ensure your details are correct in Lookup - as these are used for email notifications and maintaining system details.  Click on the link and then select 'Your page' on the top right.

For further Hints and Tips - click here