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PayrollSuspenseApprovalProcess(revised02‐07‐17) Page1
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.
PayrollSuspenseApprovalProcess(revised02‐07‐17) Page2
ThemenupathtoforthePayrollSuspenseApprovalpageisMainMenu–CALComponents–GL–Payroll–PayrollSuspenseApproval
PayrollSuspenseApprovalProcess(revised02‐07‐17) Page3
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
PayrollSuspenseApprovalProcess(revised02‐07‐17) Page4
Hereisanexampleofthedisplayedresultssortedby1)EmployeeID,2)PayEndDate,3)Fund,and4)Dept
PayrollSuspenseApprovalProcess(revised02‐07‐17) Page5
Usethetabsatthetopofthelisttogatherinformationaboutthetransactions.Formoredetailedinformationaboutwhatiscontainedinthesetabs,pleasereviewthe“PayrollCorrectionTraining”guide.Approverscanalsoscrolltotherightandselectthe‘OrigCOA’linktoseetheoriginalchartstringthatwasenteredintothePPSsystem.
PayrollSuspenseApprovalProcess(revised02‐07‐17) Page6
Toselectwhichitemstoapprove,justchangethe‘ApprovalStatus’to‘Approve’.Clickthe‘Save’button.
Or,ifyouprefertoapproveallthetransactionsatonetime,clickthe‘SelectAll’buttonandselect‘Approve’fromthe‘Action’drop‐down.
PayrollSuspenseApprovalProcess(revised02‐07‐17) Page7
Clickonthe‘Process’button.Amessageboxsummarizestheintendedaction.Click‘OK’toprocessyourrequest.
TheapprovalprocessisthesameregardlessofifaPETorJEwasrequested.ApprovedtransactionswillnolongerappearonPayrollSuspenseApprovalpageoncetheyhaveclearedsuspense.JEtransactionsclearuponjournal‐generationduringthenightlymaintenancecycle.PETtransactionsapprovedbythecut‐offdatewillclearafterthemonthlypayrollfeedfromPPSifprocessedcorrectly.
NotethatthepayrolldataintheBAIRSBIS_EXPENSE_DETAIL_CURR.bqyisupdatedwiththemonthlypayrollfeedfromPPS.ACampusSharedServicesTimekeepermayprocessaPETrequestmid‐month,however,itwillnotbereflectedintheBAIRSreportuntilthemonthlyfeedfromPPShasbeenprocessed.
PayrollSuspenseApprovalProcess(revised02‐07‐17) Page8
Conclusion/Summarization Apreparermaynotself‐approve.IfanapprovermakesacorrectioninthePayrollSuspenseCorrectionpage,theapprovermaysee
theselinesinthePayrollSuspenseApprovalpagebutmaynotapprove.Appropriatemessagewilldisplay. Approvershouldrevieweachlinepriortoapproval. Linesmaybeapprovedorun‐approvedbyselectingtheappropriateprocessforthelinesselected. AnyJElinesthathaveapprovalstatus=‘APPROVE’willbeselectedinthenightlybatchprocessandwillbemarkedforjournal‐
generation. Thesuspendedlinesthatdisplayinthiscomponentexcludeanylinesthathavebeenclearedoranylinethathasalreadybeenjournal‐
generated.JElinespreviouslyapprovedbutareinerrorwillcontinuetodisplayonthispageuntilcorrectedandclearedfromsuspense.