1. Online Approvals Standard Department Transition Meeting
June 2018

2. 1 2 3 4 5 6 Welcome Automated Approvals Overview
Approver Training Video
Routing online approvals
Rollout and Support Process
Training (optional) 2 3 4
Project highlights= 4.5 min each slide 5 6

3. Online Approvals Overview

4. Scope of this change Requisitions Invoices Cash Advances
Expense Claims
Invoices
Payment Requisitions
Journal Vouchers

5. Online Approvals Overview
Requisitions Cash Advances
Expense Claims
Enter
transaction
Review
transaction
Approve
transaction
(Reviewer)
(Budget
Approver)
For the expenditure
(Initiator)
No financial authority
Optional step
Code transaction
Scan/attach documentation
Ensure good image quality
Submit electronically
Ensure transaction gets completed
Know and apply policies
Approve/ deny in a timely manner
Support Approvers
Verify coding
Verify readable attachments
Confirm availability of funds
Secure additional approvals as required
Know and apply policies
Process in a timely manner

6. Access. A transaction can be approved at anytime and from any computer
Requires no additional effort in any of the steps/roles but rather another way of approving transactions.
Key point
Paperless. Eliminates printing and hand signing of expenses and requisitions.
Service. Accelerates processing time as transactions are routed electronically with supporting documents attached.
Access. A transaction can be approved at anytime and from any computer
Transparency. 24/7 access to status of request and there is a clear audit trail of all approvals.

7. 13 out of 28 “portfolios” are live!
when you enter a transaction?
You scan your receipts or backup documents to a file (i.e. PDF)
Attach the scanned files to the transaction
Know the correct coding (fund, Department, Program or Project) or check with someone who does
Do not print the transaction – and you do not need to get handwritten signatures
Check to ensure the transaction is processed – approved or denied.
Retain your original receipts until you have been paid
Over 1,400 claims for Faculty professional development expenses approved online
------
13 out of 28 “portfolios” are live!

8. to APPROVE a transaction?
You do NOT get paper
You receive a notification overnight notifying you that you have transactions needing approval. None sent on weekends.
When you click approve – it is your ‘digital’ signature
URL to go directly to FINS:

9. Reviewer/Approvers: 3 simple steps
Open a notification
Enter your SFU user name and password
Take action

10. Online Approval Training Videos
Approving Travel & Expenses Approving Requisitions
Presenters: Click on full screen to display on large screen

11. Getting the right transaction to the right people for approval
Routing Online Approvals
Getting the right transaction to the right people for approval

12. Its all about the coding!
Fund? Department? Program? Project?
Chart of Account details “route” the transaction to the individual(s) with the appropriate financial authority
Creates the approval workflow

13. Budget (Expenditure) Approvers
Online Approval Routing
Budget (Expenditure) Approvers
In your department
In Finance

14. Department Roles
People claiming an expense or entering a requisition
Has no financial authority
Assigned by the department to provide assistance to the Budget Approver and support the Initiators.
Those with the financial authority to approve budget expenditures.
Position based.
If level/limit exceeded then goes “one up” for approval.
Click submit or not notified if a transaction is sent back or denied.

15. APPROVER Roles Includes Includes Includes Operating Account Holder
Project or Program Account Holder
Research Account Holder or Endowment Account holder
Includes
Operating Provisional Delegate
Project or Program Provisional Delegate
Research or Endowment Delegates
Includes
Operating Small Transaction
Project or Program Small Transaction
Research or Endowment Delegate
Includes

16. Budget Approver Profiles managed in SAM
Enables FINS to dynamically retrieve the appropriate Budget (Expenditure) Approver based on levels and limits in SAM

17. “Pooled” approver concept
transactions are sent to more than 1 position for approval.
once one person has approved, the transaction is removed from the other individual’s task list.

18. Expense Claims Flight Plan
Operating Funds
Research Funds
Additional step

19. Requisitions Flight Plan
operating funds
research funds
Additional Step

20. Rollout & Support Process

21. Department and Faculty Rollout Process
Initiate Department planning:
Reviewed Signing Authority & Routing
Trained Administrators and Reviewers
Planned Department wide Transition Meeting
Get Ready 1
Week 1 – 2
One to Two Days
Get Set 2
Week 3
1 hour
Held Departmental Transition Meeting
Activated and Support
Online videos for Approvers (Account holders and delegates/proxies)
Optional small group training for Approvers
Online Resources
GO! 3
Department is live!
You are here

22. Support Processes
Departmental Reviewers and Administrators Provide 1st level departmental support 1
Training Videos
Job Aids
Searchable FAQ’s
Website 2
Payment or
By Phone to: 3
Online videos for Approvers (Account holders and delegates/proxies)
Optional small group training
Training for Approvers 4