Payroll Suspense Approval Process Approver Guidelines · Payroll Suspense Approval Process ......

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PayrollSuspenseApprovalProcess–ApproverGuidelines

Oncesuspendedpayrolllineshavebeenmarkedas‘Submitted’forapprovalinthePayrollSuspenseCorrectionpage,thoselineswilldisplayinthePayrollSuspenseApprovalpage.

Approvershaveasecurityrolespecifictothispage.Amessagedisplaysifthereisanunauthorizedattempt.

TheSearchcriteriaaresimilartothePayrollSuspenseCorrectionpagewiththeadditionsof‘PET/JE’,‘OrigAcctgDate’and‘SubmittedBy’.UnlikethePayrollSuspenseCorrectionfunction,thereisnorequirementtoenteranysearchcriteria.Theusermaysimplyclickthe‘Search’buttonandallunclearedtransactionsthathaveajournalsourcecode(asdeterminedbythesubmitter’sdefaultjournalsourcecode)forwhichtheuserhasGLapprovalaccessappearinthesearchresults.LinespopulatedinthePayrollSuspenseApprovalpagepertaintotheapproverroutecontrolsecurityforthatuser,similartojournalrouting.

Theprocessactionsavailableare‘Approve’and‘Un‐Approve’.

Approversreviewtherequestensuringthatitisappropriateandvalid.Approverthenapproveslines.

NotethatthejournalsgeneratedasaresultofJElinesmayfail(foravarietyofreasonsjustlikeotherjournalprocesses). ThenewGLSource,PPC, issetup torejectshould therebeanyerrors; that is,noentrieswillbeallowedtopostback tosuspense.Therefore, it isextremelyimportanttoreviewsubmittedandapprovedentriestoconfirmtheyhaveposted.

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ThemenupathtoforthePayrollSuspenseApprovalpageisMainMenu–CALComponents–GL–Payroll–PayrollSuspenseApproval

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Asmentionedpreviously,unlikethePayrollSuspenseCorrectionpage,searchcriteriaarenotmandatory.Theapprovermaysimplyclickthe‘Search’buttonandallqualifyinglinesforthatapproverwilldisplayforallaccountingdates.

Iftheapproverchoosestospecifysearchcriteriatheprogrampopulatesthegridandsortsthegridgiventhecriteriaspecified.

Thesortcriteriaitemsprovidedarethesameasthesearchcriteriaitemsexceptfor‘OrgNode’.Anumberisplacedbeforethesearchcriteriaitemtoindicatethesortsequenceforthatitemwhere1isthehighestsortlevel.Anynumberbetween1‐99maybeused;theprogramwillsortthesortsequencesaccordingly.Whennosortsequenceisspecifiedforanyitem,thesortdefaultstoPET/JEandEmployeeID.

Approversmaynarrowtheirsearchresultsbyenteringinformationinanyofthefollowingsearchcriteriafields.Thesearchfieldsareasfollows:

1. OrigAcctgDate2. Fund3. Department4. Chartfield15. Chartfield26. PET/JE7. EmployeeID8. PayEndDate9. OrgNode10. SubmittedBy

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Hereisanexampleofthedisplayedresultssortedby1)EmployeeID,2)PayEndDate,3)Fund,and4)Dept

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Usethetabsatthetopofthelisttogatherinformationaboutthetransactions.Formoredetailedinformationaboutwhatiscontainedinthesetabs,pleasereviewthe“PayrollCorrectionTraining”guide.Approverscanalsoscrolltotherightandselectthe‘OrigCOA’linktoseetheoriginalchartstringthatwasenteredintothePPSsystem.

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Toselectwhichitemstoapprove,justchangethe‘ApprovalStatus’to‘Approve’.Clickthe‘Save’button.

Or,ifyouprefertoapproveallthetransactionsatonetime,clickthe‘SelectAll’buttonandselect‘Approve’fromthe‘Action’drop‐down.

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Clickonthe‘Process’button.Amessageboxsummarizestheintendedaction.Click‘OK’toprocessyourrequest.

TheapprovalprocessisthesameregardlessofifaPETorJEwasrequested.ApprovedtransactionswillnolongerappearonPayrollSuspenseApprovalpageoncetheyhaveclearedsuspense.JEtransactionsclearuponjournal‐generationduringthenightlymaintenancecycle.PETtransactionsapprovedbythecut‐offdatewillclearafterthemonthlypayrollfeedfromPPSifprocessedcorrectly.

NotethatthepayrolldataintheBAIRSBIS_EXPENSE_DETAIL_CURR.bqyisupdatedwiththemonthlypayrollfeedfromPPS.ACampusSharedServicesTimekeepermayprocessaPETrequestmid‐month,however,itwillnotbereflectedintheBAIRSreportuntilthemonthlyfeedfromPPShasbeenprocessed.

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Conclusion/Summarization Apreparermaynotself‐approve.IfanapprovermakesacorrectioninthePayrollSuspenseCorrectionpage,theapprovermaysee

theselinesinthePayrollSuspenseApprovalpagebutmaynotapprove.Appropriatemessagewilldisplay. Approvershouldrevieweachlinepriortoapproval. Linesmaybeapprovedorun‐approvedbyselectingtheappropriateprocessforthelinesselected. AnyJElinesthathaveapprovalstatus=‘APPROVE’willbeselectedinthenightlybatchprocessandwillbemarkedforjournal‐

generation. Thesuspendedlinesthatdisplayinthiscomponentexcludeanylinesthathavebeenclearedoranylinethathasalreadybeenjournal‐

generated.JElinespreviouslyapprovedbutareinerrorwillcontinuetodisplayonthispageuntilcorrectedandclearedfromsuspense.