MAIS
University of
Michigan Administrative Information Services
Quick Reference for Key Roles and Responsibilities Related to M-Pathways Systems and How to Change Key Roles When a Dean, Director, Department
Chair, or Administrator Leaves a Unit OR A Change in Responsibility Occurs
The Dean, Director, Department Chair, Assistant to the Dean, Administrative Manager, Human Resources Officer, etc. in a unit is often the individual who is: (1) authorized to
approve transactions assigned to roles identified and maintained in the M-Pathways Systems; (2) the recipient of various reports sent to the Unit either online and/or in a paper
format via Campus Mail, (3) the recipient of targeted e-mail communications sent to individuals in specific roles; for example, the Department Manager, Personnel Recipient,
Time Report Recipient, Single Administrative Point of Contact, etc. When this individual leaves the unit, appropriate forms changing these roles and responsibilities to his/her
successor must be submitted in a timely manner so that the University business processes within the unit are not disrupted. The information provided below is intended to serve as
a Quick Reference in identifying some common roles and the process to transfer them to another individual in the unit. It may also be useful when a change in responsibility
occurs.
Unit Liaison
Role
Unit Liaison
No M1 Required
Description / Responsibilities
Where
Maintained
Appointed by Dean/Director
Attends Unit Liaison Meetings
Approves access to U-M administrative data for unit staff
who need it to perform their jobs
A comprehensive description of the Unit Liaison Role is
located at: http://www.mais.umich.edu/groups
MAIS Access
Services
Lotus Notes
Database



How to Request Change
Where to
Send Form
Send e-mail message to Jan Eckert, Unit Liaison Coordinator,
jeckert@umich.edu
N/A
Key Roles in the M-Pathways Financial System
Role
Alternate Department
Manager
M1 Required
Description / Responsibilities
Granted access on M1-FIN Form located at:
http://www.mais.umich.edu/access/accessrequestforms.html
Select Operator Class PRDPTUS2; identify relevant DeptIDs
for Alternate Department Manager

Approves vouchers over $10,000 forwarded to his/her
Voucher Approval Worklist by the Department Manager;
does not receive vouchers directly from the M-Pathways
Financial System
Where
Maintained
M-Pathways
Financial
System
Prepared by Jan Eckert, Unit Liaison Coordinator, MAIS, 734-764-4352, jeckert@umich.edu
How to Request Change
Where to
Send Form
M1-Cover to remove access for current Alternate Department
Manager
M1-FIN Form to grant Alternate Department Manager access to
another administrator
MAIS Access
Services
Last Update 06-12-2003
Quick Reference to Key Roles Related to M-Pathways Systems and How to Change Key Role When a Dean, Director, Department Chair or Administrator Leaves a Unit
Key Roles in the M-Pathways Financial System
Role
Description / Responsibilities
Department Manager
Granted access on M1-FIN Form located at:
http://www.mais.umich.edu/access/accessrequestforms.html
Select Operator Class PRDPTUS2; identify relevant DeptIDs
The diverse areas of responsibilities of the Department Manager
are documented below:
Targeted E-mail

Receives targeted e-mail communications from Payroll and
other U-M Central Offices; e.g., notification when problems
with paychecks, deductions, etc. occur
M-Pathways Financial System

Approves vouchers over $10,000 on the Positive Voucher
Approval Worklist in the M-Pathways Financial System

Receives hard copy monthly Financial Report package sorted
by Fund/Dept/Program mailed by Financial Operations
M-Pathways HRMS System

Identified as Personnel Recipient unless there is a designated
Personnel Recipient Override in the M-Pathways HRMS
System (see page 4)

Receives hard copy Gross Pay Registers unless there is a
designated Gross Pay Register Recipient Override in the MPathways HRMS System (see page 4)

Receives hard copy Time Reports unless there is a designated
Gross Pay Register Override in the M-Pathways HRMS
System (see page 4)
IT Communications

Receives monthly Telephone Usage Summaries and
Statements Report from IT Communications

Authorizes staff members in unit who may process work
orders within the Online Ordering Systems for IT
Communications services
Financial Operations/Procurement

Individual who is fiscally responsible for the Department and
will receive Worklists and Invoice Payment Authorizations
for payments over $10K from Procurement along with
standard financial reports at the Fund/Dept/Program level
from Financial Operations

Individual who approves forms submitted to Financial
Operations; examples are requests for :
- New or Change in Existing Department
- New or Change in Existing Program
- New or Change in Existing Non-Sponsored Project/Grant
- New or Change in Existing ShortCode for Non-Sponsored
Project/Grant
These forms may also be approved by someone with higher
authority in the unit; e.g., Dean, Director, Department Head
M1 Required
University of Michigan - MAIS (06-12-2003)
Where
Maintained
M-Pathways
Financial
System
How to Request Change
M1-Cover to remove access for current Department Manager
M1-FIN Form to grant Department Manager access to another
administrator
Where to
Send Form
MAIS Access
Services
NOTE: These forms must be submitted together; access for
the current Department Manager cannot be removed until
access is granted to a new Department Manager
Complete forms from Financial Operations Web site:
http://www.umich.edu/~finops under M-Pathways Forms tab
Dept & Program
forms to
Financial
Reports
Project-Grant &
ShortCode forms
to specific Fund
2
Quick Reference to Key Roles Related to M-Pathways Systems and How to Change Key Role When a Dean, Director, Department Chair or Administrator Leaves a Unit
Key Roles in M-Pathways Financial System
Role
Purchasing Card (PCard) Reconciler
M1 Required
Description / Responsibilities
Granted access on M1-FIN Form located at:
http://www.mais.umich.edu/access/accessrequestforms.html
Select Operator Class PRDPTUSR; identify relevant DeptIDs
for Access to P-Card Transations AND
Appointed on MasterCard Purchasing Card Maintenance Form
located at:
http://www.umich.edu/~purch/Forms/maintenance.doc
Where
Maintained
M-Pathways
Financial
System AND
Accounts
Payable
Access
Database
NOTE: Both forms must be submitted
Purchasing Card (PCard) Administrator
No M1 Required
Purchasing Card (PCard) Travel Authority
No M1 Required
Purchasing Card (PCard) Hosting Authority
No M1 Required
Space Survey –
Authorizer
M1 Required
Space Survey –
Controller
M1 Required
Space Survey –
Submitter
M1 Required
Appointed on MasterCard Purchasing Card Maintenance Form
located at:
http://www.umich.edu/~payroll/Forms/maintenance.doc

Higher administrative authority authorized to approve
travel expenses
Appointed on MasterCard Purchasing Card Maintenance Form
located at:
http://www.umich.edu/~purch/Forms/maintenance.doc

Higher administrative authority authorized to approve
business hosting expenses
Granted access on M1-FIN Form located at:
http://www.mais.umich.edu/access/accessrequestforms.html
Select Operator Class SMADMIN; identify relevant DeptIDs

Authorizes Space Survey for unit
Granted access on M1-FIN Form located at:
http://www.mais.umich.edu/access/accessrequestforms.html
Select Operator Class SMDSUPER; identify relevant DeptIDs

Authorized to assign the Authorizer and Submitter roles for
the space survey on the Department panels in the MPathways Financial System
Granted access on M1-FIN Form located at:
http://www.mais.umich.edu/access/accessrequestforms.html
Select Operator Class SMDADMIN; identify relevant DeptIDs

Authorized to submit the Space Survey to the Office of
Space Analysis
University of Michigan - MAIS (06-12-2003)
M1-Cover to remove access for current P-Card Reconciler
M1-FIN Form to grant P-Card Reconciler access to individual
replacing current P-Card Reconciler
AND
MasterCard Purchasing Card Maintenance Form (check
Worlist/Recipient Reconciler at bottom of form)
Where to
Send Form
MAIS Access
Services
Purchasing
Service Card
Administrator
NOTE: Both the M1 Forms and the P-Card Maintenance Form
must be submitted.

Receives P-Card transactions in their M-Pathways
Worklist in the form of P-Card vouchers; assigns correct
ChartFields to each transaction; enters other information
such as Event Identifier Number; prints the monthly PCard Account Statement and Reconciliation Form; collects
relevant receipts and authorizing signatures
Appointed on MasterCard Purchasing Card Maintenance Form
located at:
http://www.umich.edu/~purch/Forms/maintenance.doc

Reviews and signs the monthly P-Card Statement and
Reconciliation Forms
How to Request Change
M-Pathways
Financial
System AND
Accounts
Payable
Access
Database
Accounts
Payable
Access
Database
MasterCard Purchasing Maintenance Form
Accounts
Payable
MasterCard Purchasing Maintenance Form
Accounts
Payable
Accounts
Payable
Access
Database
MasterCard Purchasing Maintenance Form
Accounts
Payable
M-Pathways
Financial
System
M1-Cover to remove access for current Space Survey Authorizer
M1-FIN Form to grant Space Survey Authorizer access to
another administrator
MAIS Access
Services
M-Pathways
Financial
System
M1-Cover to remove access for current Space Survey Controller
M1-FIN Form to grant Space Survey Controller access to
another administrator
MAIS Access
Services
M-Pathways
Financial
System
M1-Cover to remove access for current Space Survey Submitter
M1-FIN Form to grant Space Survey Submitter access to another
administrator
MAIS Access
Services
3
Quick Reference to Key Roles Related to M-Pathways Systems and How to Change Key Role When a Dean, Director, Department Chair or Administrator Leaves a Unit
Key Roles in the M-Pathways Financial System
Role
Description / Responsibilities
Space Survey – Surveyor
Granted access on M1-FIN Form located at:
http://www.mais.umich.edu/access/accessrequestforms.html
Select Operator Class SMDADMIN, identify relevant DeptIDs

Authorized to add and update space data on the Survey and
Room panels of the M-Pathways Financial System
For all Funds EXCEPT 20000 and 25000:
Appointed on Request for New or Change in Existing NonSponsored Project/Grant Form located at:
http://www.umich.edu/~finops/index_js.htm

Receives hard copy monthly Financial Report package for
Fund/Department/Program/Project Grants mailed by
Financial Operations
For Funds 20000 and 250000:
Principal Investigator listed on the Project Award Notice (PAN)
is the SAPOC until a request to change it is submitted.

Receives hard copy monthly Financial Report package for
Fund/Department/Program/Project Grants mailed by
Financial Operations
For all Funds EXCEPT 20000 and 250000:

Responsible for fiscal controls for non-sponsored
Project/Grants.
Funds 20000 and 250000:

Responsible for fiscal controls and compliance with
sponsor guidelines of research projects supported by the
Federal government, industry, foundations, and the like.
M1 Required
Single Administrative
Point of Contact
(SAPOC)
No M1 Required
Single Administrative
Point of Contact
(SAPOC)
No M1 Required
Project Director
No M1 Required
Project Director
No M1 Required
Where
Maintained
How to Request Change
Where to
Send Form
M-Pathways
Financial
System
M!-Cover to remove access for current Space Survey Surveyor
M1-FIN Form to grant Space Survey Surveyor access to another
administrator
MAIS Access
Services
M-Pathways
Financial
System
Request for New or Change in Existing Non-Sponsored
Project/Grant Form
Financial
Operations
M-Pathways
Financial
System
Send e-mail to the Project/Grant Coordinator in Sponsored
Programs.
An index of Sponsored Coordinators by DeptID is located at:
http://www.umich.edu/~finops/index_js.htm -- Click on the
Sponsored Programs button
N/A
M-Pathways
Financial
System
M-Pathways
Financial
System
Request for New or Change in Existing Non-Sponsored
Project/Grant Form
Financial
Operations
For a change to a Parent Project/Grant, e-mail the DRDA Project
Representative. For a change to a Sub-Project/Grant, e-mail the
Project/Grant Coordinator in Sponsored Programs (see above for
location of index of Sponsored Coordinators by DeptID).
N/A
Key Roles in the M-Pathways HRMS System
Role
Personnel Recipient
Override
No M1 Required
Time Report Recipient
Override
No M1 Required
Gross Pay Register
Recipient Override
No M1 Required
Description / Responsibilities
Where
Maintained
Appointed on the Paperwork Recipient Override Form located
at: http://www.umich.edu/~payroll/formreq.html

Listed as the Administrative Contact for unit on the Total
Picture

Receives Effort Certification Reports from Cost
Reimbursement Office

Receives I-9 Email notification of expiring I-9s for staff

May receive the following reports in the HR Web Reports
Folder in Vista Plus if the individual has Operator Class
HRWBTP in the M-Pathways HRMS System: (1) Notice
of Appointment, (2) Transaction History Report, (3)
Probationary Period Notification Report (monthly)
Appointed on the Paperwork Recipient Override Form located
at: http://www.umich.edu/~payroll/formreq.html

Receives hard copy Time Reports
Appointed on the Paperwork Recipient Override Form located
at: http://www.umich.edu/~payroll/formreq.html

Receives hard copy Gross Pay Registers
M-Pathways
HRMS System
Paperwork Recipient Override Form
Payroll Office
M-Pathways
HRMS System
Paperwork Recipient Override Form
Payroll Office
M-Pathways
HRMS System
Paperwork Recipient Override Form
Payroll Office
University of Michigan - MAIS (06-12-2003)
How to Request Change
4
Where to
Send Form
Quick Reference to Key Roles Related to M-Pathways Systems and How to Change Key Role When a Dean, Director, Department Chair or Administrator Leaves a Unit
Other Key Role Information
Role
3D Memo Recipient


Description / Responsibilities
Where
Maintained
Receives 3D targeted e-mail communications sent to
Deans, Directors, and Department Heads
Receives 3D mailings via Campus Mail sent to Deans,
Directors, and Department Heads.
M-Pathways
HRMS System
How to Request Change
N/A
N/A
Maintenance of the Jobcode to associated “management
communication code” mapping is handled by HRAA
Compensation staff who maintain the Jobcode tables in the MPathways HRMS System
NOTE: Although a unit cannot initiate a change, questions may be
addressed to the HRAA Compensation staff.
NOTE: 3D address labels for mailings to Deans, Directors, and
Department Heads may be requested on the Faculty and Staff
Data Request Form located at:
http://www.mais.umich.edu/access/targetreqs.html
University of Michigan - MAIS (06-12-2003)
Where to
Send Form
5