Financial Workflow
Overview:
This page provides information on UGA Financial System workflow, including transaction approval paths and approver resources.
Highlights:
What is Workflow?
Workflow is the process by which tasks, information or documents are passed from one participant to another for action, according to a set of procedural rules. In this context, workflow refers to the automated routing of transactions such as Travel Authorizations, Expense Reports, Payment Requests, or Journals through a defined approved path in the financial system.
What types of workflow are used in the UGA Financial Management System?
In the UGA Financial Management System, there are eight types of workflow. These are illustrated along with the required approval steps here: Workflow Matrix
What actions can I take as an approver?
Approvers have the option to approve, deny or hold a workflow transaction. For some workflow types, approvers can “push back” transactions as well. These are outlined in more detail here: Workflow Approver Actions
Ad Hoc Workflow: Supervisory approvals do not always follow a standard path, particularly in Travel and Expense. What options are available to address this?
A workaround solution is available to address scenarios such as transactions routing to an individual who does not have the requisite knowledge to make an approval decision. This solution is focused on Travel Authorities and Expense Reports, as these are the transactions types that have been reported as challenges so far.
What is the solution?
‘Ad hoc’ workflow functionality has been enabled for travel and expense transactions. This allows the user to route transactions to another individual for approval.
Does ad hoc routing increase risk?
Ad hoc routing will not replace approvals; it adds another approval layer. So, there is no risk of approvals being bypassed with ad hoc routing. Further, this ad hoc functionality is only available to users with “Reports To” roles or in an approval pool; therefore, the user population able to make a decision to “ad hoc route” a transaction is already in a role making approval decisions. That said, it is important that this functionality be used judiciously and only when needed to allow for timely processing.
How do I use ad hoc routing?
Instructions on using ad hoc routing have been added to a number of sections in the OneSource Training Library, including the sections titled Setting-Up Approvals and Approvals for Travel and Expense, as well as each of the approvals courses.
Documentation / Reference Information:
Workflow Training Materials
