Budget Administration System (WEBBA) Access Forms - Explanation and Usage Guide

How Access Codes work

• All of the access described on this page goes through WEBBA and requires a user name and password for WEBBA to get through the first security level.
• The individual types of access described below are authorized by the Operator Code, which is required, with its password, to get through the second security level of the login process.
• The Operator Code is also attached to specific accounts. All functions authorized by the Operator Code are authorized on all accounts attached to that operator code. Any changes to accounts on an Operator Code apply to all functions for that Operator Code.

Types of Access

• Basic Access
• Basic Plus Other Access
• Expenditure Access - Expenditure Card
• Expenditure Access - Paperless Requisitions / Purchase Orders
• Quick Expense Only Access

Basic Access

• This type of access is signified by an operator code that starts with A-G.
• Access to all Inquiries, Reports, and Forms:  This allows the operator to use all general inquiry processes and reports on WEBBA, and use the forms on the Form Processing menu as well as the forms on the Quick Expense menu.

Basic Plus Other Access

• This type of access is also signified by an operator code that starts with A-G. The user cannot tell the difference between the basic access or other access by looking at the operator code. Only by attempting to do a function will the user know if the operator code is authorized to perform that function.
• Add special functions to basic access. Any of the following functions can be added to the basic inquiry access, without having to set up a separate operator code. One or more of the functions can be added by checking the appropriate box on the access application.

• BUDGET TRANSFER UPDATE:  The operator can process paperless budget changes online for current unrestricted funds. This is usually restricted to Senior Business Officers and their designated personnel.
• COMMITMENT UPDATE: The operator can create commitments (a type of lien) on his/her account, and remove, change, or inquire on them as needed.
• PAPERLESS CHECK REQUEST UPDATE:  The operator can create and update paperless check requests. 

Expenditure Access

• Expenditure Card - Approval Authority: 
  • The red expenditure card signifies approval or signing authority on all accounts linked to the user's Operator Code that appears on the card.
  • The card is used to imprint paper forms to show that the form has been approved by the expenditure card holder. 
  • The card holder can also approve paperless check requests online. 
  • This approval authority does not apply to paperless requisitions.
• Expenditure Authority - Paperless Requisitions/ Purchase Orders:
  • The paperless requisition processes and paperless change order processes allow the user to expense funds up to the funds available, or up to his/her authorized limit when approval trees are used.
  • This type of access requires a separate Operator Code that starts with P.
  • The user with this type of access can spend funds only on accounts attached to the P-operator code.
  • The user with this access can also change purchase orders issued on authorized accounts.
  • No expenditure card is required when using the paperless requisition processes and paperless change orders, because the expenditure authority is attached to the P-operator code.
  • This access does NOT apply to paperless check requests. (See basic plus other access above.)

Quick Expense Only Access

• This allows the operator to only use the WEBBA Quick Expense report processes to create or update travel and non-travel expense reports. 
• It does not allow them to use any other processes or any other menus on WEBBA. 
• This type of access is signified by an Operator Code that starts with Q.
• Only accounts authorized on this Operator Code can be used on the expense reports.

View only access to Satellite accounts (5-accounts only)

• This allows a Master PI with satellite accounts to have separate inquiry and report access to view his/her satellite accounts.
• This access is signified by an Operator Code that starts with a V.
• This access is separate from the PI's access to his/her own master accounts.
• This access can be authorized for an administrator if approved by the Master PI.
• No forms or expenditure access is allowed with this Operator Code.

ASSISTANCE IN COMPLETING ACCESS FORMS

Access forms

DEFINITIONS OF FIELDS ON THE FORMS:

EMPLOYEE NUMBER:  The employee's 7-digit employee number that appears on your payroll check.  This employee ID will be used to create your operator code.  Only staff or faculty may obtain access.  Students are not eligible for system access.

OPERATOR CODE:  This applies to those who have existing access.  It is the code used on the second level when you log in, or the code that appears on your expenditure card.  It starts with a letter, such as A -G and is followed by your employee ID.  You must identify the access you wish to be changed by using the Operator Code that needs to be updated. Different Operator Codes require different forms.

MAIN PROGRAM CODE:  This is the 10-digit program code that appears at the top of the ASR for every account.  This is used to identify which department you work for and who your SBO is.  This is not the home department code for payroll/personnel.  Look at the accounts you are going to be accessing and pick the one that appears with most of them.  If you are not sure, consult your Senior Business Officer or supervisor for assistance.

Updated 9/8/06