This user guide will show step-by-step instructions on how to conduct ad hoc approvals when needed on spend transactions in UGAF@Work.
When are ad hoc approvals necessary?
The ad hoc approval process is required in situations where a Cost Center Manager or Cost Center Chief needs to route spend transactions to the Provost’s or President’s office for necessary approval. Typically, this applies when an individual, such as a VP or Dean, is either the subject of an expense report or involved in the activity being paid to the supplier. UGA policy requires these transactions to be reviewed and approved by higher-level offices before payment is issued. If you hold both Cost Center Manager and Cost Center Chief roles, you will have to approve the expense twice, once for each role you hold.
Add Necessary Approvers
1. Click the ‘My Tasks’ icon in the upper right corner.
2. Select the item you want to review and approve in your ‘My Tasks’ inbox.
3. Review the item details.
4. Once you have completed your review and confirmed that the details appear to be accurate, select Add Approvers.
5. From the Add Approvers pop-up window, you can choose the Additional Approver(s) by navigating to the President’s Office or Provost Approver drop-down options and making your selection(s).
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Note: It is best practice to include a brief description in the Comment box of the ‘Add Approvers’ pop-up window, such as “Dean in Attendance – Provost approval needed.”
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6. Click Approve and Send to Approvers to move the item along in the process and route it to the additional approver.
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Important: By clicking the ‘Approve and Send to Approvers’ button, the system will register it as your final approval, meaning that the item will not return to your ‘My Tasks’ inbox after the additional approver(s) have reviewed it. Please make sure you carefully review the item details and are comfortable moving the item along in the approval process prior to sending it to the additional approver(s).
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