Electronic Approval Routing

Electronic Approval Routing
Jessica Thornburg Manager, Business Operations Eller Administration

Introduction Jessica Thornburg Manager of Operations Eller College of Management, Dean’s Office

When Should I Route Something Electronically?
Electronic Routing Save time, money, steps & paper!

When receipts were electronically generated. When someone is hard to reach. Because You Can!

What is Eligible Receipts ed directly from the vendor That are itemized Show proof of payment Non-receipted reimbursement items Mileage Meal Per Diems

Handy TIP! Q. Receipt not obviously received electronically? A. Include a copy of the that the receipt was attached to as proof of electronic submission

eRouting Overview Routing Who can we eRoute to?
How do we eRoute the different types of receipts & docs Tips & Tools- Adobe &

eRouting Overview Route Recipients Employee Payees
(Expense Reimbursements) Additional Approvers (Not In Route)

eRouting Overview No Signature, No Problem!
FSO Policy Requires Signature of Certified Statement Attaching the Statement & Routing for Approval in Financials meets FSO Policy

eRouting How To eRoute Variations When All Electronic
When Some Electronic When Non Electronic But a Digital Route is Needed

eRouting How To: When All Electronic
Were all of your receipts and backup documents received electronically?

All Documents Received Were Electronically Generated Combine the PDFs eRoute Ad Hoc to Employee Payee

eRouting How To: When Some Electronic
Do you have a mix of electronically generated backup and hardcopies?

Some Documents Received Were Electronically Generated Scan the hardcopies Combine the PDFs eRoute Ad Hoc to Employee Payee Route the hardcopies & coversheet to FSO

Everything was received hardcopy, but you still want to electronically route to your payee?

eRouting How To: When No Electronic
All Documents are Hardcopies Scan the Hardcopies eRoute Ad Hoc to Employee Payee Route the Hardcopies & Coversheet to FSO

eRouting How To: When None Electronic

eRouting How To: Tips & Tools
Adobe to Manage PDFs s and Financials Notifications to Payees

Using Adobe to Combine Your PDFs Save Individual Files Combine! Attach Everything As 1 File

Adobe Acrobat Pro DC Drag & Drop to Create a Single Doc Cloud Based Updates More Editing Features

Adobe Acrobat Pro Easy to Use Most Common

Reminder! Don’t attach any of the following: Bank/Credit Card Numbers Social Security Numbers FERPA or HIPPA Information Any Security Sensitive Information Some information is needed by FSO to complete the transaction, be cautious not to attach in the notes section but be sure to route if needed

Notifying Your Payee: Your reimbursement is ready for your approval!

CTRL+C

CTRL+V

Reminder! VPN or Campus Log-In Required for Approval Contact 24/7 IT Support for VPN Assistance

I am unable to provide an original signature on DV EDOC #, REASON FOR NOT BEING ABLE TO SIGN OR LOG-IN TO FINANCIALS. I hereby certify with this that all items included in the aforementioned expense report were necessary in the discharging of official business of the state; the distances have been actually traveled on the dates specified; no part of the account has been paid by the State of Arizona and no claim against the state has been made for any part thereof, but the full amount is due and unpaid; and I declare, under penalties of perjury that this claim has been examined by me and to the best of my knowledge and belief is true, correct and I attest that I have not been previously reimbursed for these expenses nor have they been paid for by the UA PCard. I hereby assign the within state claim to the University of Arizona and authorize the Assistant Director for Finance to issue this reimbursement accordingly.

eRouting Overview Routing Who can we eRoute to?
How do we eRoute the different types of receipts & docs Tips & Tools- Adobe, Notes Section &

eRouting Putting it All Together

JJLL Jill Janeson

eRouting How To: Putting It All Together
Handy TIP! Q. Forgot to ad hoc to the employee payee? A. In the new Financials you can “Recall” -OR- You can contact FSO at and they will add the route for you!

JJLL Jill Janeson

CTRL+C

CTRL+V

Payee - Employee Fiscal Officer FSO- Accounts Payable

Jessica Thornburg jthor@email.Arizona.edu Eller Administration
Thank you! Jessica Thornburg Eller Administration

Electronic Approval Routing

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