Assigning an Ad Hoc Approver for an Expense Report

Overview

In some cases, you may need to add an ad hoc approver to the expense report approval chain. This will insert an extra approver in workflow for their review and approval of the request.

For efficiency, you should only use ad hoc approvals for one line in an expense report to avoid sending multiple notifications to the ad hoc approver. The ad hoc approver can then approve, deny, or pushback that one line. If the ad hoc approver believes multiple lines need to be pushed back or denied, that person will need to contact another approver in the expense report workflow, outside of the system, to stop the flow of the transaction.

This article will walk you through the steps to add an ad hoc approver to an expense report.

1. Step 1

First, log into the UGA Financial Management System.

Click the Approvals tile.

Note : The number in the corner of the tile indicates the current number of items awaiting approval in your queue.

2. Step 2

The Pending Approvals page is displayed.

Click the expense report you would like to review and approve.

Example shown here: the expense report titled Savannah Conference.

3. Step 3

The selected expense report is displayed.

4. Step 4

To review the details, attachments, or accounting information of an expense line, click the appropriate expense line.

Example shown here: D-Mileage Standard expense line.

5. Step 5

The Approval Line detail page is displayed.

To review any attachments, click the View Attachments link.

To review the chartstring values, click the View Accounting link.

In this case, we notice that this line needs additional approval not in the current workflow.

6. Step 6

When done reviewing the information, click the Back to Header button.

7. Step 7

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

Click the Approval Chain link.

8. Step 8

The Approval Chain window is displayed. You need to add the approver who you believe is more knowledgeable about the transaction who would be better able to approve the expense line.

Note: You can only ad hoc one expense line.

9. Step 9

On the line you wish to add the approver, click the Add Adhoc button.

10. Step 10

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

Example shown here: enter " ssuper ".

11. Step 11

Click the Insert button.

12. Step 12

The additional approver is added for that expense line.

13. Step 13

With the ad hoc approver added, click the Close button.

14. Step 14

In order to route the expense report to the added approver, you must approve all the expense lines.

To select all the expense lines, click the Select All checkbox.

15. Step 15

Click the Approve button.

16. Step 16

When assigning an ad hoc approver, it is appropriate to add comments into the Approver Comments field to explain the reason why ad hoc approval is required.

Example shown here: " Ad hoc line 2 ".

17. Step 17

Click the Submit button.

18. Step 18

The Pending Approvals page is displayed. A green confirmation banner appears across the top of the page.

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