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.
► 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).
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.
Disclaimer - Non employees/students
Please note that all new user requests for students or non-employees must include a completed disclaimer form which is now an editable PDF document. Typing your name in the signature box will suffice instead of a physical signature for both the individual and the Key Contact sections. However, to help confirm authenticity in the absence of physical signatures, and to avoid delays, please ensure that:
- The individual completes section A, before saving the file and emailing it to their departmental Key Contact. The individual should include a reference to the disclaimer in the body of their email to the Key Contact – “please find attached completed disclaimer” or similar will suffice.
- The Key Contact can then complete Section B, before saving and forwarding, along with the individual's original email to the Helpdesk at UFS_users@admin.cam.ac.uk
The Finance Division may periodically still call to verify such requests but it is hoped that overall you will find the form more user friendly.
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.
Passphrases
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 UFS_enquiries@admin.cam.ac.uk