Welcome to State of Michigan Managerial and SupervisoryAdvance Approval & Modification Approval & Modification Tutorial Brought to you by the Office of Financial Management

Approval Window The Managerial Approval Window is used to:  Approve Advance Requests  Modify Advance Requests  Approve Expense Reimbursement Requests  Modify Expense Reimbursement Requests This tutorial will focus on approving and modifying Advance Requests For approving Expense Reimbursements, please see the Expense Approval and Modification Tutorial

Managerial Advance Approval Scenario Jolaine Leatherwood submitted her advance request for a learning conference she attended in Gaylord. This example will show the managerial approval process for her advance request.

Home Page Managers can reach the Approvals Screen through the Manager/Approvals menu.

Manager Approval Page Managers can search for Advance transactions two ways:. Select Employee – defaults to ‘My Employees’. P This will bring up a selection of employee names in the Search Results window that match the criteria you selected, as shown on the next page… To filter you can leave column filed as “Any Column” or specify the column you wish to filter by. To filter down to advances select “Trans Type Column and Type “Advance” in value. Then click filter. To bring up filter box click button.

Manager Approval Page - Search Results Click the View button to access the Advance Tab where you can review the transaction details. If you have created an approval queue this will start it. You can click the employee name to access General Information about the employee. Note: Clicking any of the (blue) column titles will bring up an arrow that will allow you to sort the column in ascending or descending order. If you plan on approving more then one item you can select the items you wish to approve by checking this box next to each item. This will create an approval queue of all the select items so you do not need to return to this screen to select each one individually. If you have created an approval queue this will start it.

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Approve Advance - Advance Tab Note: Managers should remain alert to the payment Processing Timeframes involved in Advance Processing. Note: The Advance Tab screen is displayed in “read only” mode. The Advance Request Section identifies Request Date, Amount, Advance From and Advance To, Reason, Permanent request indicator and any liquidations and outstanding amounts from previous advances. Error messages can accompany the advance and will be displayed when there are insufficient and/or invalid inputs (Severity: W = Warning E = Error).

Approve Advance - Advance Tab Continued Note: These fields are limited to Central Finance entry. Manual Warrant input and Cash Deposit recording (Advance Adjustment) will show here.

The Coding Block section displays the account coding used on the Advance. Note: Standard Coding is indicated by a check mark and is shown below the coding entry area. Approve Advance - Advance Tab Continued

‘Reject’: Rejects the Advance and displays comments entry box (Comments required). After successful rejection you are taken to the next item in the approval queue if defined previously. ‘Approve’: Queues the Advance to the next step in the approval path and returns you to the Manager- >Approval screen.. After reviewing the request for accuracy, click ‘Approve’. ‘Approve- Next’: queues the Advance to the next step in the approval path. After successful approval you are taken to the next item in the approval queue if defined Previously. ‘Approve with Comments’: Allows the user to add comments to the approval action. After successful approval you are taken to the next item in the approval queue if defined Previously. ‘Skip’: allows you to review the Advance at another time. After skip you are taken to the next item in the approval queue if defined previously. ‘Modify’: Used to modify data in Advance. This will create a new version of the request. After new version is submitted user can approve.

Version shows the number of times the advance request was modified after being submitted the first time. Action Code shows the action that was done. Click title for list of values. Comments will show additional information about the action. Action Taken By is the userid that performed the listed action. Action Date is the date the listed action was done. The ‘History’ tab shows the history of actions associated with the Advance. Note: For Managers/Supervisors, the Action Code APRW indicates approval. Review Advance Approval - History Tab Note: Status: Notes the remaining actions in the approval queue before advance is fully approved. Finally, Clicking ‘Previous Page’ will return you to the Manager Approval Page.

Manager Search Results After Approval Note: You can always access employee advances via your Manager/Advances menu. Employee advances are viewable immediately after the employee saves them and remain as viewable records as they process through to payment. In fact, advance requests remain viewable until purged. Note: Once you approve an advance, it clears off your Manager/Approvals Search Results listing as shown below. If you need to view the advance later, you can access it via the Manager/Advances menu.

Modifying an Advance - Manager Advance modifications initiated by the Manager can be processed from either the: Manager/Approvals Menu OR Manager/Advances Menu If you modify via the Manager/Approvals menu, you can immediately approve the modification afterward. The ‘Modify’ button resides on the same ‘Advance Tab’ for both.

Managerial Advance Modification Scenario The day after Orene Searing submitted one of her advances for approval, she realized she had overestimated her advance amount. Orene asked her supervisor to reduce the amount for her (prior to the approval).

Modify Advance - Search Results Click View to access the Advance you wish to modify. Note: We will be modifying through the Manager/Approvals menu.

Modify Advance - Advance Tab Click ‘Modify’ button.

When the supervisor clicks the ‘Modify’ button, all the fields become editable. Make changes as appropriate. After making the change, click ‘Submit’. Note: In this case the supervisor wants to decrease the Amount requested to $400. Note: Advance Versions begin at zero and increment each time a modification is submitted. Modify Advance - Advance Tab Continued

Modify Advance - Advance Tab Continued Note: When a modification is submitted, the ‘Advance’ tab will grey out and a comment is required. After comment is entered, click ‘OK’. Changed to 400. per supervisor

The advance version increments and the Submit Successful message appears. Modify Advance - Advance Tab Continued Finally, click ‘History’ tab to review the action taken. Note: ‘Approve’ and ‘Modify’ buttons have reactivated. Note: The user can navigate between different versions of the advance record using the scroll arrows.

Review Modified Advance - History Tab Version number shows the advance was modified. Action code remains SUBM when the modification is submitted prior to approval. Note: Status: Awaiting Approvals indicates that the modified expense is available for immediate approval if desired.

More on Modifying Advances  Advance modifications initiated by the manager can be made when the advance request has an SUBM or APRW Action Code.  When advance modifications are submitted by the manager prior to approval, the modified advance status remains SUBM and an may be sent to the originator to advise them of the modification.  As long as the advance modification remains in SUBM status, it is available for further modification by the originator or the manager. If the originator or manager chooses to modify it again, the version will increment and it will remain in SUBM status.

 When advance modifications are submitted by the manager after approval, the modified advance status will remain APRW.  For example, after an advance request is submitted it can be modified by the originator until the next action (first level approval) has taken place. Similarly, after the first level takes place, the first level approver can continue to modify the request only until the second level approval takes place. More on Modifying Advances

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