How to ApproveTransactions inthe Expense Module(Approval Roles)

All transactionsmustbeapprovedbyan Approverandan Auditorpriorto payment/reimbursement.Whenatransactionisreadyfor approval,Approvers/Auditorswill receivean e-mailnotificationpromptingthemtotakeaction. PertheApprover/AuditorResponsibilities, priorto finalapproval,Approvers/Auditors mustreviewsupportingdocumentationandverifyappropriatenessofexpenses and accuracyof accounting.ThisdocumentwillguideApprovers/AuditorsthroughthetechnicalaspectoftheExpense Moduleapprovalprocess. ItisnecessaryforApprovers/AuditorstoreferencetheUW System Policies and Procedures, whenreviewingindividualexpenses.

1) Signintothe Expense Module.ClickonApprove TransactionsintheExpense Module- Approvalsbox.Yourapproval queue,containingalist of transactions,willappear.

Note: If youchoosetouse the linkprovided inthe approval notificatione-mail, youwill a) need to already besigned into Expense Moduletonavigatedirectlytoreport;orb)need to signin with yourNetIDandpassword andthen clickonApprove Transactions.

Select: Thecheckboxes inthis columncanbeusedtoSendBackor Holdmultiple transactions;however,thispracticeisnotadvisable duetothefollowing:

oSendBack:Thesamecommentswill beincluded witheachtransactionthatissent backto the Travelerformodificationandresubmission.

oHold:Placingatransactiononholdwillmakeit inaccessible toother Approvers/Auditors andSystem Administrators.Theonlywaytoremovethehold status istoapproveor denythereportor senditbacktothe Traveler.

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Urgency: TheUrgencycolumnprovidesavisual guidelineto help youprioritize your approval queuebasedonthenumberof days fromsubmission.Thecategoriesare defined as follows:

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Greencircle(low)

Yellowtriangle (medium)

Red square(high)

GOAL: Try to approveall

transactionswithin sevendays of submission.

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Transaction Type:Approvers/Auditors willseeExpenseReports,Travel Authorizations andCash Advances in theirapproval queues.

Total: This amountrepresentsthetotal amountofthereport,regardlessof thepayment mechanismused foreachexpense line.

Unit: This columndisplaysthe formofcurrencyused to entertheexpenses.

Name: This columndisplays thenameoftheindividual claiming reimbursement/payment.Verifythatthis is theappropriateindividual tobereimbursed for theexpensesclaimed.

EmployeeID:Thiscolumndisplaystheemployeeornon-employeeID ofthe individual

claimingreimbursement/payment.

Description:This columndisplays thereportnameentered bytheTraveler/Alternate. Transaction ID:This columndisplaysa unique10-digitnumberthat identifies the transaction.

Date Submitted:This columndisplaysthedatethe Traveler/Alternatesubmittedthe

report.

Status: This columndisplays thestatusofthe report,whichwill beApprovalsinProcess

inmostcases.

Role: If anApprover/Auditor is assignedtomultiple approval roles, itis importantto verify whichlevelof approval thetransactionis pending.

Note: Inthe bluebar titledTransactionsto Approve, Approvers/Auditorscancustomize thelayoutof thecolumns withinthe approval queue.To viewmoretransactions, Approvers/Auditorscanuse the scroll barin the approval queue orclicktheViewAll link,theFirst/Lastlinksorthe arrows.

2) ClickontheDescriptionorTransaction IDlinkofthe report youwouldliketoreview. Thedesired reportdisplays.

TIP:If youare approving aTravelAuthorization, the remainderof thesestepsmay notapply.It is mostimportant for youto verifythetraveler,theappropriatenessof the upcomingtripandthe anticipated budget.

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3) ThecontentwithintheGeneralInformationboxprovides details necessarytodeterminethe appropriatenessof the expenselines(e.g.DateofDeparture/Returnfields determinewhichmeals atraveleriseligible toclaim).Review theinformationfor accuracyandverify thatthecontentsof thereportcoincidewiththemission of yourDivision/Department.

TIP:TheSummaryReportis availablenearthebottomof the ExpenseReport. Usethis featuretoreviewmostexpense lineinformation (e.g.funding, details)ononescreen.

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Note: If the informationprovided by the Traveler/Alternateisincorrect orneeds further explanation, Approvers/Auditorscaneditallfields withinthe General Informationboxwiththe exceptionof thereportname.

4)To verifythe defaultfundingsource,clickontheAccountingDefaultslink,whichislocated directlybelowtheGeneralInformation box.This fundingwill applytoeach expenselineonthe reportunlessithas been changed bytheTraveler/Alternateor anotherApprover/Auditoratthe expenselinelevel.ChangethefundingasappropriateandclicktheSave button.Touse multiple fundingsources,click the AddChartfieldLinebutton, adjustthepercentagefields, enterthe additional fundinginformationandclick OK.Todeleteafundingsource,clickthe minus signattheendoftherow.

Fundinginformationisautomaticallyverified uponentry. If invalidfundingisentered, redflags willappear atthebeginningof theaffectedexpenselines. Travelers/Alternatesmaysubmit expensereportscontainingfundingerrors.Approversmayapprovereportswitherrors; however,Auditorsmustcorrectthe errorspriortofinal approval.

Note: Instructionsforchangingthe fundingforindividual expenselinesare included inStep7.

5) Reviewattachments attheheader level:

Note: Approvers/Auditorscannot addordelete attachments.

6) When you are reviewing the report in the summary view, you can review alertbubbles located atthebeginningoftheexpenselines. Thealertsareintendedto informApprovers/Auditorsofthe followingsituationsthatmayrequire furtherinvestigation:

Theclaimant enteredmeals and/orlodgingexpenses thatexceedtheallowable

maximum.

Theclaimantentered oneormoreduplicateexpenses.

Thefundingontheexpenselineis differentfromthedefault.

Note: Approvers/Auditorscanapprove expensereportsthatcontainalertbubbles.

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7) Revieweachexpenselinefor thefollowing:

PolicyCompliance: It ishelpful torefertothespecific policythat pertains tothe expenselinebeingreviewed.

DocumentationRequirements: Refer to the

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Receipt/DocumentationRequirements

Policy for a completelist.Review attachmentsat theexpenselinelevel:

TIP:Don’t lose your place! Incaseyouhaveto

exitthereportandcomebacktoitlater,usethe ReceiptsVerifiedcheckboxwithineachexpense linetoindicatewhereyouleft off.

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Note: Approvers/Auditorscannot addordelete attachments.

AccuracyofInformation Entered on DetailsPage:

ExpenseTypeandBilling Type:Thecombinationofthe ExpenseTypeandBillingTypeautomaticallydeterminesthe accountcodethatisappliedto eachexpense line.

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TIPFORAPPROVERS:Inorderto

makechangesto expenselines, selectExpenseReportDetail fromtheMoreOptions drop- down menubelow theGeneral Information box.Inorderto approvethereport,youmust switch backto ExpenseReport Summarymode.

oBillingType:If theBilling Typeis incorrect, Approverscancorrectit usingthedrop-downmenu.AuditorscannotchangetheBillingType.

oExpenseType: IftheExpenseTypeis incorrect, Approversshouldadda newexpenseline,selecttheappropriateexpensetypeand mark the original lineasnon-reimbursable. Auditors cannotaddexpenselines. Note: If asingleexpense typeneeds tobe divided intomultiple expense types(e.g.Lodging Lodging, InternetFee andMeals), see HowtoUsethe ReceiptSplitFunctioninthe Expense Module.

PaymentType: Thepaymenttypedetermineswhowill receivepaymentforthe expensesclaimed.

oCorporate Card: Reimbursable expensesarepaiddirectlyto US Bank,by

the University,onbehalfofthecardholder.

oPersonalFunds: Reimbursable expensesarepaiddirectlytothe

Traveler.

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oUniversityPrepaid:Expenses havealreadybeenpaidbythe Universitywith another payment method(e.g. PurchasingCard)andwill notbeincluded intheamount reimbursedtotheclaimant.

TIP:PrepaidExpensesareenteredfor informationalpurposesonly and donot generatepaymentsor accounting entries;therefore,thefundingstrings for theseexpenselinesdonotneedto be verified.

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Funding:To changethefundingonan individual expenseline,clickonthe expense lineDetails link, then at the bottom of the page click on the Accounting Details link to changethe fundingasappropriateandclickthe Savebutton.Tousemultiple fundingsources,clicktheAddChartfieldLine button, adjustthe amounts, entertheadditional fundinginformationandclick OK. Todeletea fundingsource,clicktheminussignattheendoftherow.

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The fundingmayneed tobechanged onan individualexpenselineforthe following reason:

oOne department is paying for the hotel and another department is paying for the remaining expenses.

Fundinginformationisautomaticallyverified uponentry. If invalidfundingis entered, userswillreceivea pop-uperrormessage. Click OK toreturnto the expensedetail page. Approversmayapprovereportswith errors;however, Auditorsmustcorrecttheerrorspriortofinal approval.

AdditionalRequiredDetails:Individual expensetypesmayrequireverification of additional information, such asNumberof Nights,NumberofAttendees, AttendeesLists,Currency Exchange Rate, etc.

Note: If the informationprovided by the Traveler/Alternateisincorrect orneeds further explanation, Approvers/Auditorscaneditmostfields.If aportionof anexpenseline needstobe markedasanon-reimbursable amount, see HowtoSplitReceipts.

8) Check theReceipts Receivedboxlocated betweenAccountingDefaultsandExpense Line Items.

9) NotetheExpenseReportTotalsbox.The amountslisted indicatethe payments tobemadeto the following:

EmployeeExpenses:Totalof allexpenselines,regardlessof paymenttype

Non-ReimbursableExpenses:Totalof all expensesmarked as non-reimbursable PrepaidExpenses:Totalofall expenseswith a paymenttypeofUniversityPrepaid DueEmployee:TotalofallreimbursableexpenseswithapaymenttypeofPersonal Funds

DueVendor: Totalof all reimbursableexpenses with paymenttypeof CorporateCard

10)NotethePendingActionsbox.This boxdisplaysthe

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namesandrolesof all Approvers/Auditors required

toreviewthe reportprior topayment/reimbursement.

If the Approverislisted as“Pooled”,multiple

individuals areable toapproveatthis level,butonly oneis required.

11)NotetheActionHistorybox. This boxtracksthehistory ofthe

TIPFORAUDITORS:If anAuditorreceivesa

reportandcannotapproveit,he/sheshould checkthePending Actionsbox. If thereportis still pendinganApproverrole,theAuditorwill notbeabletotakeaction onthereportuntil

all Approvershaveapprovedit.

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transactionafteritenteredworkflow,includingadate/timestampandcommentbubbles containingApprover/Auditor remarks.

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12)Youarenowreadyto approvethetransaction.Pleasenote that afterthefinal approval, nofurtherchangescanbemadepriortoprocessing. IncludeanyfinalnotesintheCommentsbox. ClicktheSave button. This savesanychangesmadetotheexpensereportandroutes itbacktoyourapprovalqueue. OpenthereportandclickApprove.

TIPFORAPPROVERS:The approval buttonswill only appear whenyou areinthe ExpenseReport Summary mode.The drop-down menucanbefoundbelow the GeneralInformation box

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On theconfirmationpage,clickOK.Thesystem willdisplay the approvedexpensereportinViewmode. Ifyouneedaprint-out,nowwouldbea goodtime togetone.

Note: If you are not ready to approve the expense report, some additional options include:

SendBack:IntheCommentsbox,enter specificactions requiredby thetraveler.Click theSendBackbutton.

Deny: Toeliminatean expensereportthatwillnotbepaid, clicktheDenybutton.Once anexpensereportisdenied, resubmissionisnotpossible.

Hold: Once anexpensereportisheldbyan Approver/Auditor, itcannotbeaccessed by anyother individual, includingaWorkflowAdministrator. Thisisnotrecommended.

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