Authorized Approver Table for Journal Entries and Vouchers

Overview

Vouchers and Journal Entries (JEs) that meet certain criteria must be approved by a Department Manager or individuals designated as Authorized Approvers by the Department Manager. This procedure outlines the process for Department Managers to designate Authorized Approvers.

This procedure includes information on:

Navigation

NavBar > Navigator > Set Up Financials/Supply Chain > Approval Profile > Authorized Approver

Approver Table Setup

    Note: If you have previously set up the Authorized Approver Table, go to step 4.

  1. Click the Add a New Value tab.

    Field locations for steps 1-3

  2. Enter or Lookup Lookup Icon the Transaction Type.
  3. Click Add and then go to step 7.
  4. Click the Find an Existing Value tab.

    Field locations for steps 4-6

  5. Enter or Lookup Lookup Icon the Transaction Type.
  6. Click Search.

    Notes:

    • If redirected to the Authorized Approvers page, go to step 7.
    • If clicking Search yields no results, go to step 1.
  7. Enter a Group Name.

    Field locations for steps 7-9

  8. If applicable, click Add Row Add Row Icon to add another group.

    Note: Repeat steps 7 and 8 as needed.

  9. Click Save Approval Groups.
  10. Click View All.

    Note: All groups created are visible.

    Field locations for steps 10-16

  11. Verify the Group Name is correct.
  12. Enter or select the Effective Date.

    Notes:

    • Effective Date must be ≥ to today’s date.
    • Authorized Approvers have authority from the Effective Date until removal.
  13. Check the applicable box(es), if any, in the Project/Grant Approvers field.

    Note: GL Journal Approval does not contain Project/Grant Approvers.

  14. Enter or Lookup Lookup Icon the Approver.

    Note: Users must have an appropriate approver role to display in search (PR AUTH APPROVER VOUCHER USER or GL JOURNAL ENTRY APPROVER).

  15. Enter or Lookup Lookup Icon the Approval Type:
    • Chartfield or Fiscal (AP)
    • Combined (AP)
    • Journal (JE)

    Note: An AP approval group may contain either a mix of Chartfield/Fiscal approvers or Combined approvers only.

  16. If applicable, click Add Row Add Row Icon and repeat steps 11-15 to assign additional approvers.

    Note: Repeat steps 11-16 for all groups.

  17. Enter or select the Effective Date.

    Notes:

    • Effective Date must be ≥ to today’s date.
    • Approval Groups will have authority from the Effective Date until removal.

    Field locations for steps 17-19

  18. Select the desired Group Name to assign to a department from the drop-down list.

    Note: Repeat step 18 as necessary for additional departments.

  19. Click Save.

    Note: Effective dates in the past cannot be updated. To modify/correct an effective date ≥ today’s date, click the Correct History button.

Approver Table Role Descriptions

Transaction Type Transaction has PG? PD or SAPOC Approval Selected? Department Manager Routing in addition to PG? How is approver table set up? Who does transaction route to for approval? What do they approve for?
Voucher Yes Yes Yes N/A Project Director or SAPOC first. Once approved, routes to the Department Manager. Confirms that the correct shortcode was used and the purchase was appropriate.
No N/A Project Director or SAPOC. Confirms that the correct shortcode was used and the purchase was appropriate.
No No Department Manager Department Manager Confirms that the correct shortcode was used and the purchase was appropriate.
Combined Combined approver Confirms that the correct shortcode was used and the purchase was appropriate.
ChartField/Fiscal ChartField approver then Fiscal approver ChartField approver confirms that the correct shortcode was used. Fiscal approver confirms that the purchase was appropriate.
No Yes Yes Department Manager Department Manager Confirms that the correct shortcode was used and the purchase was appropriate.
Combined Combined approver Confirms that the correct shortcode was used and the purchase was appropriate.
ChartField/Fiscal ChartField approver then Fiscal approver ChartField approver confirms that the correct shortcode was used. Fiscal approver confirms that the purchase was appropriate.
No Department Manager Department Manager Confirms that the correct shortcode was used and the purchase was appropriate.
Combined Combined approver Confirms that the correct shortcode was used and the purchase was appropriate.
ChartField/Fiscal ChartField approver then Fiscal approver ChartField approver confirms that the correct shortcode was used. Fiscal approver confirms that the purchase was appropriate.
No No Department Manager Department Manager Confirms that the correct shortcode was used and the purchase was appropriate.
Combined Combined approver Confirms that the correct shortcode was used and the purchase was appropriate.
ChartField/Fiscal ChartField approver then Fiscal approver ChartField approver confirms that the correct shortcode was used. Fiscal approver confirms that the purchase was appropriate.
Transaction Type How is approver table set up? Who does transaction route to for approval? What do they approve for?
GL Journal Approval Department Manager Department Manager Confirms the JE is appropriate, accurate, legitimate within University guidelines, has the proper ChartField combination, and contains the proper supporting documentation.
GL Journal Approval Journal Journal approval Confirms the JE is appropriate, accurate, legitimate within University guidelines, has the proper ChartField combination, and contains the proper supporting documentation.