1. College of Arts & Sciences Thursday, June 9th, 2011 1

2. Managing the flow of P-Card Logs P-Card logs & supporting documentation must have the signature of the supervisor. A Grants & Contracts Officer can review for agency compliance in WORKS, then add their initials on the logs. A Grants & Contracts Officer cannot replace a department chair’s signature or approval. 2

3. Spectrum Workflow Approvals Know your workflows: DRG – department number – 11XXXXXXX ( 9 digits) PRJ – department number – 11xxxxxxxx (ten digits) ISO – department number – 11XXXXXXX Chair’s go to department DRG 110000000 or PRJ 1100000000 Approver 1 ( Bus Mgr) Approver 2 (Dept Chair/Assoc Chair) Project Administrator – G&C Officers/Senior Accountant Spectrum Plus Talk: www.cas.gsu.edu/spectrumplustalkwww.cas.gsu.edu/spectrumplustalk Do not change the workflow after budget checking. Approve on paperwork & in spectrum at the same time. Travel authorizations & Travel Expense Statements should both go to workflow approvers. PO’s are re-routed for re-approval by purchasing. 3

4. How to track approvals or view workflows in Spectrum Plus Navigation in Spectrum Plus From the left hand side menu go to GSU – Workflow Approval History – to track approvals. GSU – Workflow report – to see who is in each workflow. 4

5. EPAF’s in the Payroll Management Process A Budget Year Begins Vacancy to Hire EPAF/PF2A Approvals College Review & Approvals HR PROCESS & ADP Payroll ADP Payroll posts to Spectrum Plus Monthly Expenditure Review PERS are Pre- Reviewed & Certified Budget Year closes & Audits 5

6. College of Arts & Sciences EPAF Approvals 6 Department Approvals College HR Finance & Research Approvals Back to College HR HR Complete Review & Edits Onto Central HR Processed by HR – marked complete Payroll

7. Finance & Research Approvals Fund code 10XXX, 12XXX, 13XXX, 15XXX, 16XXX, 60XXX are reviewed by the College Finance Officer GCxxxxxxxx – are fund code 10010 URxxxxxxxx – are fund code 10520 Fund code 20XXX only are reviewed by the Senior Accountant (SA) EPAF’s with both fund code 20XXX and other go to both 7

8. Finance & Research Approvals College Finance Officer – Approvals Budget position numbers Justifications for time delays +90 days from effective date Salary changes against budget Senior Accountant – Allow ability Approvals Cost Transfer Forms – required if PERS are already certified Effort commitment Justifications for time delays +90 days from effective date Project budget Project/budget period ---------- Comments or attached emails ----------------------------- 8

9. Questions & Answers Open discussion on Workflow Approvals. Thank you for attending. 9