Assigning an Ad Hoc Approver for a Travel Authorization

   Overview   

Ad hoc workflow has been implemented for Travel and Expense transactions. It is only available to users with "Reports To" to send to a different approver before the transaction continues to the next approval level. This might be used to quickly re-route an approval to another approver if you received an approval in your queue that belongs to someone else.

In this article, you will learn the steps to add an ad hoc approver to be next in line to approve a transaction.

In this example, you have received a travel authorization that should have gone to a different "Reports To" approver. You will set up the route for the ad hoc approver and then approve the transaction so it will be sent to that approver's queue.

1. Step 1

The Employee Self Service page is displayed with the Approvals tile highlighted.

First, log into the UGA Financial Management System.

Begin navigation with the Approvals tile found on the Employee Self Service homepage.

Click the Approvals tile.

2. Step 2

The Pending Approvals page is displayed.

In this example, you have received a travel authorization that someone else should approve.

3. Step 3

The Pending Approvals page is displayed with the first Expense Report entry highlighted.

The Travel Authorization(s) in your queue are shown.

Click the item that needs to have a different approver assigned.

4. Step 4

The Expense Report page is displayed with the Approval Chain link highlighted.

The transaction opens.

You need to set up the ad hoc approver path before acting on the transaction.

Click the Approval Chain link.

5. Step 5

The Approval Chain pop-up window is displayed with the + button highlighted.

The Approval Chain is shown. You need to add the approver who will approve after you.

Click the Add Ad hoc button for the first level of approval.

6. Step 6

The Insert additional approver or reviewer pop-up window is displayed with the User ID field highlighted.

Use the lookup features or enter the User ID directly into the field.

Example shown here: " mra99999 " into the User ID field.

7. Step 7

The Insert additional approver or reviewer pop-up window is displayed with the Insert button highlighted.

Be sure that the Approver button is selected. This will route the transaction to the selected approver who must approve before it will go on to the next level of approval.

Click the Insert button.

8. Step 8

The Approval Chain pop-up window is displayed with the X button highlighted.

You are returned to the Approval Chain page.

Click the Close [X] button.

9. Step 9

The Expense Report page is displayed with the check box for the first expense line highlighted.

You are returned to the transaction and can send it to the ad hoc approver you set up.

To approve the transaction, select all items in the transaction by turning on the checkbox.

10. Step 10

The Expense Report page is displayed with the Approve button highlighted.

Once all the lines are selected, click the Approve button.

11. Step 11

The Sendback pop-up window is displayed with the Submit button highlighted.

Enter comments to explain why you are sending this to the ad hoc approver.

Click the Submit button.

12. Step 12

The Pending Approvals page is displayed.

The transaction is routed to the ad hoc approver and no longer appears in your queue.
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