The voucher approval process is configured through the system-level Workflow Templates screen. Voucher approvals are not available without the use of workflow. The workflow needs to be published before it will become a useable workflow. Please see the Voucher Approval Process Workflow documentation for more details.
Note: A sample approval process workflow is available for copying and modification.
Employee Interaction
The Approval process can require an assignment-level contact. If the approver isn’t specified for the employee then the employee will be prompted to enter the contact information for the approver. In this case, the approval process requires contact information for the employee’s Host HR Contact. Required contact help is available on the employee expense report template screen in the “List View Approver Contact Information Prompt Help” section.
The employee will be able to review the status of the voucher by viewing the expense report status on the My Expense Reports screen.
Note: The employee will NOT be able to enter expense reports until all required approver contact information is added.
Approver Interaction
A voucher approval can be sent to a user or non-user of the system. The approver will receive an email from the voucher approval workflow. The email will include a link to a view of the voucher that does not require the approver to log into the system.
Note: Each email and its content are configurable within the Voucher Approval Workflow Template.
The link is only editable until the approver clicks the “Finished” button and submits their approval decision and comments. From this point on, the voucher will be viewable from this link in a read-only manner.
Approval help can be configured in the Expense Report Approval View Help (HTML Capable) section of the Expense Report Configuration Template.
Required approvers are added by adding approver contact types to the Required Approver Contact Types for Voucher Approval section of the Expense Report Template. The possible values are those available in the Relocation/Assignment Contacts section of the Relocation/Assignment screen.
Approvers are added by relocation/assignment in the relocation contacts section of the relocation/assignment screen. Both the approver’s name and email address are required for voucher approvals.
Note: There is not a notation of which contacts are required for voucher approvals.
Internal Approver Interaction
Internal users of the system can view a voucher’s approval progress by selecting the Finalize tab on the voucher screen.
Re-Routing a Voucher Approval Request
The voucher approval process can be re-started by selecting the “Re-Route” button. Re-routing the approval will send another notification to the 1st approver.
In the case where the approval request has been re-routed or cancelled, the approver will see the following message when using the approval request link:
