2. Overview Based on a variety of factors including customer feedback, the HR and the Controller’s office with ITS have designed a new online approval workflow that is flexible, transparent and easier to maintain. The new design will: Utilize self service functionality for the delegation of approval limits Allow for designated first approvers by G/L department Allow for optional reviewers of each transaction by G/L department

3. Set up of Reviewers, 1 st Approvers and Approval Limit Amounts (ALA) HR Employee record Supervisor’s name Supervisor’s Employee Record Fin ALA Supervisor Self-Serve HR ALA GL Departmen t Segment Fin Reviewer Fin 1 st Approver HR Reviewer HR 1 st Approver

4. Current vs. New

5. Areas designate HR & Fin Reviewers & 1 st Approvers for each department HR/Fin transactions can have different Approval Limit Amounts, Reviewers and 1 st Approvers Principal Investigators (PI’s) approve transactions charged to grants and contracts Delegating Approval Limit Amounts: Top Down Supervisors login to Manager Self-Serve responsibility and enter the HR and Financial Approval Limit Amounts for each of their employees How the Process Works

6. Reviewer Can be null - no Reviewer needed If a department doesn’t have a Reviewer, the approval request will go directly to the 1st Approver Can reject a transaction and return it to the preparer Can “approve” a transaction which will then forward the approval request to the 1st Approver assigned to the department for approval Travel Expense Reports route to the Reviewer (if there is one) after the payee and payee’s supervisor have approved the transaction

7. 1 st Approver The employee with the lowest approval limit amount within the department An employee who is the direct report of the person who should receive the approval request in the event that the 1st Approver’s approval limit amount isn’t sufficient to approve the transaction All departments are required to have FIN 1st Approver; HR 1 st approver is optional If you’re a recipient and an approver, it will go to your supervisor for approval. If the 1 st Approver’s ALA is null, the approval request will go directly to the 1 st Approver’s supervisor.

8. Supervisor If the 1st Approver’s supervisor approval limit amount is not enough to approve the transaction, the approval request will continue up the supervisory hierarchy until it finds a supervisor with sufficient approval limit amount

9. Transaction Workflow Financial/HR Transaction Initiated Routed to department’s Reviewer or 1 st Approver. Transaction amount compared to 1 st Approver’s approval limit amount (ALA) on an employee’s record. If the ALA is insufficient, the approval request will route to the 1 st Approver’s supervisor and continue up the supervisor hierarchy until the ALA is sufficient. Other approval requirements based on AME rules, (SPA, PI’s) Transaction Approved

10. Examples

11. Questions?