Approvals & Workflow

Workflow

Many transactions processed in the financial system (PeopleSoft Financials, also known as the Enterprise Financial System or "EFS") require that online approvals be applied.

The University has created an Approval WorkCenter within PeopleSoft Financials that brings together all of the financial approval tasks within EFS. This WorkCenter can be accessed from MyU > U Finance > find the section "EFS Quick Links" > select Approval.

Approvers have been delegated authority to say yes or no to financial transactions. They are expected to review and approve using University policy, applicable laws, and sponsor requirements as guides. Activity is subject to management review, central review, internal audit, external audit, and public scrutiny.

Questions about workflow and approvals functions, access roles, and transactions may be sent to the University Financial Helpline.

What if I have an emergency and need a transaction approved?

Contact the University Financial Helpline.

What is truly urgent? If this transaction isn't reviewed immediately, is there is a realistic chance or certainty that it will result in:

  • Potential loss of life.
  • A situation that endangers safety of those studying at, working at, or visiting the University.
  • Loss of research.
  • Legal action.
  • Loss of reputation of the University.
  • Loss of a significant discount.
  • Etc.

Contact the University Financial Helpline with the transaction number that needs attention. The staff there will work with you to ensure appropriate action is taken in a timely manner by the responsible parties or delegates.

Please keep in mind that the simple absence of an approver or backup approver (or both) does not in and of itself constitute an emergency.

In the event that the situation is not considered an emergency, but the transaction is still fairly urgent, some transactions may be re-routed. 

Approvals

Policy

Financial Transaction Approvals and Routing.

Appendicies to policy

Cost Transfer Approval Matrix
Job Aid Grid: Transaction Justification/Documentation Standards

Procedures

EFS Approver Expectations and Issue Resolution

Guidelines for Approvals and Routing of Financial Transactions

Highlights for cluster directors

  • Individuals may not be the transaction "initiator" and the approver. That is, they may not direct staff to create a specific transaction and then act as the approver. Examples of this unallowable activity:
    • The approver for Department X may not tell someone to enter a transaction to transfer funds from account A to account B and then act as the approver for that transaction.
    • The approver for a PCard may not direct the cardholder to make a specific purchase, and then approve the PCard reconciliation report.
  • Individuals holding Certified Approval and DeptID Approval roles in EFS may not approve transactions that they have initiated.
  • It is strongly recommended that one individual not hold both the Certified Approval role and a DeptID approval role for the same DeptID.

Approver roles in the financial system

There are several approval roles within a department. It is recommended that units not establish one individual as both the primary and only alternate approver for any "level" of approval, to avoid transactions getting stuck in pending status when one individual is absent or unavailable.

  • Primary and alternate Certified Approver
  • Primary and alternate requisition approver, under $10,000
  • Primary and alternate requisition approver, over $10,000 (an additional approval is required; this is not "in lieu of" the under $10,000 approval but in addition to it)
  • Primary and alternate vendor payments approver, under $10,000
  • Primary and alternate vendor payments approver, over $10,000 (an additional approval is required; this is not "in lieu of" the under $10,000 approval but in addition to it)
  • Primary and alternate travel and reimbursement approver
  • Primary and alternate Journal Entry approver
  • Primary and alternate PCard approver
  • Primary and alternate Credit Invoice approver (related to accounts receivable and billing activity)