After
an expense report, travel authorization, cash advance is created and submitted
it will be routed for approval. Travel
and Expense documents that are pending approval can be viewed and selected for
approval through the Worklist Approval screen.
In order for Travel and Expense documents to move onto the next approval
step, the documents must be budget checked before approvals can be applied.
Worklist:
From: The Travel Specialist who created the travel and expense document.
Date From: Displays the date when the work item was triggered.
Work Item/Worked By Activity: Approval Routing. Displays the
action that was generated.
Priority: No
action required
Link: Click
the link to access the target page; you can view information about the travel
and expense document.
General Information:
The fields on the Approve Expense Report Summary page
displays the travelers name, report ID number, comments, accounting defaults
and cash advance (s).
Accounting Defaults: Accounting Defaults hyperlink will direct you to the accounting
distribution summary for the travel and expense document.
Apply Cash Advance (s): Apply Cash Advance hyperlink will direct you to the Apply Cash Advance
summary applied to the expense report.
Expense Line Items:
The Expense Line
Items section displays the expense types, reimburse amounts and exceptions
regarding an expense type when applicable.
Expense Type: Expense type hyperlink, will direct you to view the details about the
expense transaction line.
Exceptions Button: Exceptions button will direct you to view any
comments regarding the expense type.
Expense Report Totals:
The Expense Report
Totals section displays the travelers (employee) expenses, cash advances when
applicable and amount due to traveler (employee).
Pending Actions:
The Pending Actions section
displays the name of the approvers who need to review and approve the expense
report.
Action History:
The Action History section
displays the name of the individual who submitted the expense document.
Comments:
Comments are required when an
expense report is sent back for revision.
Budget Status:
Budget Checking is required
before an expense report or travel authorization can be approved. Budget checking is running every hour. If the approve button is grayed out, you can
select the Budget Options hyperlink.
Budget Options:
Select the Budget Options hyperlink to access the Commitment Control
page.
Commitment Control:
The Commitment Control page
displays the commitment control details to budget check expense reports and
authorizations.
Budget Check: Select the budget check button to run the budget processor for this
transaction.
- Note: If
a pop up screen appears, select the ok button, in most cases this page is a
Warning.
- Select Ok
- You will be directed to the Transactions
Exceptions page
- Select No
Budget Status Valid:
The commitment control page
will indicate if the expense document is valid with the “i”icon.
Budget Status Valid:
After manual budget checking
has been completed the expense report is ready for approval. The approval button will display once budget
checking has passed.
Approve:
Selecting the approve button changes the status to Approved for
Payment. The expense repot is read for
payment processing.
Send Back: Selecting the send back button changes the
status to Pending. If you send the
expense report back to the travel specialist for correction or revision, you
must also provide an explanation in the Comment field.
Hold: Selecting
the hold button puts the document on hold until you decide to move the expense
document to approve or send back.
Deny: It is
recommended to not use Deny. The system
does not route denied expense nor does it allow the travel specialist to
resubmit, you must provide an explanation in the comments field.
To approve VIA email:
Email Approval:
Select
the hyperlink at the bottom of the email.
The link will go to the PS Financials login page. After logging it will automatically direct you
to the expense report, travel authorization or cash advance that needs
approval.
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