Understanding TEM Profiles and Arrangers

A woman working on a reimbursement on a laptop

Use the TEM Profile Report

The TEM Profile Report shows all employees who have a TEM Profile, what Organization they're assigned to, and the individual arrangers for that TEM Profile.

The TEM Profile Report is located under Chart of Accounts Lookups in the Decision Support portlet.

In the Kuali Financial System, each traveler must create a Travel and Event Management (TEM) profile. TEM profiles contain basic biographical information, and travelers can add further information like default accounting lines, emergency contacts, and individual travel arrangers.

Two Types of Travel Arrangers

Travel Arrangers can initiate travel reimbursements and other TEM documents in UCI’s financial system on the behalf of other users. They also have access to those employees' TEM profiles. There are two kinds of Travel Arrangers:

  • Individual Travel Arrangers

Individual Travel Arrangers can be manually added to your TEM Profile in the Arrangers tab. When you add an Individual Arranger, they—by default—have access to create TEM documents on your behalf regardless of what organization they belong to. Anyone who has access to a TEM Profile can add individual arrangers.

  • TEM Org Profile Arrangers

TEM Org Profile Arrangers are assigned to an organization in the Kuali Security Access Management System (KSAMS), and can access all TEM Profiles in their organization. By default, TEM Org Profile Arrangers can also access all profiles belonging to child organizations that report up to their organization.

KFS Primary Organization determines what TEM Org Profile Arrangers can see

Each TEM profile is tied to a KFS Primary Organization, which is derived from the payroll system. If you are a TEM Org Profile Arranger, and can’t access a profile, it’s often because that traveler has a different KFS Primary Organization.

There are a couple ways around this. Department Security Administrators (DSA) or the employee can request to override the default KFS Org by emailing oit@uci.edu with the Name, UCINetID, and new Primary Org. The traveler could also simply add the individual who needs to access their profile as an Individual Travel Arranger.

An Illustrated Example: The Anteater School of Eating Ants

See the example organization below. The Anteater School has two sub-organizations: the Dean's Office and Special Initiatives. Both of these organizations have TEM Org Profile Arrangers. Megan is the arranger for the Dean's Office. George is the arranger for Special Initiatives. Alex, Billy, and Scott are Travelers. They each have a TEM Profile. Ray has not yet created a TEM Profile.

Notice the following things about the example above ...

  • Employees Must Create a TEM Profile

Megan is the TEM Org Profile Arranger for the Dean's Office. She can see Alex and Billy's profile because both Alex and Billy are under the Dean's Office. Megan cannot add Ray to TEM e-documents because he does not have a TEM Profile.

  • TEM Org Profile Arrangers Limited by Primary KFS Organization

George is the TEM Org Profile Arranger for the Special Initiatives department. Even though he is a part of the Anteater School, he cannot access Alex or Billy's TEM Profiles because he is not the TEM Org Profile Arranger for their Primary KFS Organization. George can only access Scott's TEM Profile.

  • Access Descends Hierarchy

By default, when TEM Org Profile Arrangers are set up in KSAMS, 'Descends Hierarchy' is enabled, so even though George is assigned to Special Initiatives, he can see anyone under Research Projects because Research Projects reports to the Special Initiatives Organization.

  • Individual Travel Arrangers Unaffected by Organization

Megan can access Scott's profile because Scott has identified Megan as an Individual Arranger in his profile.