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Security Roles

Security Roles and Required Trainings

The following roles are related to the Study Fund Request section of Research Participant Payments (RPP), which has data about the study.

UF_FI_RPP_PROCESSOR

This person must also be Study Team Member on the SFR page and must be a UF employee.

Required Trainings: RSH320, PRV800 and PRV804

This is an end-user role granting access to the RPP module’s Payment Log page to:

  • Create, update, and modify Research Participant information
  • Create, update, and modify payments to Research Participants
  • View Bank Activity Inquiry
  • Run reports for Study Fund Request (SFR) and Payment Log information
  • Create, update, modify and submit study fund requests (SFRs) for approval
  • Add/edit specific Institutional Review Board (IRB) related data and Team Members
  • Request Replenishment to an approved SFRs

This person is typically a person with fiscal processing experience and is familiar with UF policies and procedures regarding disbursements, as well as privacy rules surrounding Social Security Numbers and HIPAA.

UF_FI_RPP_SFR_APPROVER

This person does NOT need to be a Study Team Member on the SFR but must be a UF employee.

Required Training: RSH230

This is an end-user role granting access to the RPP module’s Study Fund Request page to:

  • Approve or deny Study Fund Requests
  • View Study Fund Request including Team Members
  • Run reports for Study Fund Request (SFR) and Payment Log information

The individual with this role should be authorized to review and approve or deny SFR based on the information submitted in the SFR.  Information submitted in the SFR that people with this role can see includes:

  • Contact information of Principal Investigator (PI)
  • Department Contact, Custodian, and Study Team Members
  • IRB Protocol information such as protocol #, title, expiration date, total dollar amount of payments authorized, total anticipated participant count, and maximum amount paid to each participant in a calendar year
  • Payment tender type details
  • Funding source information (ChartField)

It is best practice to have at least two individuals with this role and the associated authorization to be SFR approver to ensure timely approval/denial in case one is not available.

*IMPORTANT* Many times, these individuals are finance leaders/managers for a department or college, although this is not a requirement.  The individual(s) with this role should be familiar with:

  • Budget
  • ChartFields
  • UF policies and procedures
  • Department reports and general ledger activity
  • Disbursements, C&G and IRB policies and procedures

UF_FI_RPP_VIEWER

This person must also be a Study Team Member on the SFR page and must be a UF employee.

Required Trainings: PRV800 and PRV804

This is an end-user role granting access to the Research Participant payment module’s Study Fund Request (SFR) page and Payment Log data to:

  • View access to Research Participants and Payments pages
  • Run reports for Study Fund Request (SFR) and Payment Log information
  • View SFR, Replenishment and Team Member pages

It is appropriate for people who need to view summary data but not enter or view detail pages, such as faculty or researchers who will not be the custodian of the payments.

Last Reviewed

04/30/2022: reviewed content

Resources

Institutional Review Boards (IRB)

Division of Sponsored Programs (DSP)

Contracts & Grants (C&G)

Training

PRV800 – HIPAA General Awareness

PRV804 – Protecting Social Security Numbers & Identity Theft Prevention

RSH320 – Research Participant Payments for Fiscal Administrators

Contacts

Cost Analysis: (352) 392-5778

hsp@admin.ufl.edu

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