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Financials Expense Report Workflow

Note: Approver Profiles for Expense Reports can be modified (add users) at: Set Up Financials/Supply Chain > Product Related > Expenses > Management > Approval Setup > Assign Approvers to Profiles

Step 1: DOR Reviewer/Approver

Type: Line level

Criteria: Expense Lines with a fund code of 106, 375, 378, 394 or 395

Approver Profile: CU DOR REVIEWER

Step 2: Project Budget Manager

Type: Line level

Criteria: All Expense Reports

Approver Profile: CU PROJ BUDGET

  • The approvers are automatically updated each night by the process CUREQUSR.sqr (T&E-EX_APPRVR-table procedure)
  • Send approvals to users who are assigned as budget manager for the Project defined at: 
      • Set Up Financials/Supply Chain>Common Definitions>Design ChartFields>Define Values>Define ChartField Value

Step 3: Department Budget Manager

Type: Line level

Criteria: All Expense Reports

Approver Profile: CU DEPT BUDGET

  • The approvers are automatically updated each night by the process CUREQUSR.sqr (T&E-EX_APPRVR-table procedure)
  • Send approvals to users who are assigned as budget manager for the Department defined at: 
      • Set Up Financials/Supply Chain>Common Definitions>Design ChartFields>Define Values>Define ChartField Value

Step 4: HR Supervisor

Type: Header

Criteria: All Expense Reports

Approver Profile: NA

  • Uses the CU_HRSUPER Approver type which sends the approval to the supervisor listed in the Financials system at:
    • Travel and Expenses > Travel and Exp Admin Center > Load Data > Update Employee Profiles
    • The Supervisor is updated nightly from HR data by the process CU_MAINT.sqr (UpdateJobTable procedure)

Step 5: Cabinet Approval

Type: Header

Criteria: All Expense Reports

Approver Profile: CU_Cabinet

  • Sends approval to Cabinet menmber of user the expense report is for (not the user who submits the expense report)

Step 6: PrePay Auditor

Type: Header

Criteria: All Expense Reports

Approver Profile: CU PREPAY

Step 7: High Dollar Approver

Type: Header

Criteria: Expense Reports with total employee reimbursable amount >$9,999.99

Approver Profile: CU HIGH DOLLAR

  • note - we have only had a single expense report since 2013 meet the criteria 
    • select * from PS_EX_ER_HDR_AW_VW where TOTAL_REIMB_AMT > 9999.99
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