Expense Authorization Tasks

Use this tab to view and add the tasks that must be performed on an expense authorization for this expense report type.

Task Table

This table displays the tasks that must be performed on an expense authorization for this expense report type. These tasks include "Sign Expense Authorization," "Approve Expense Authorization," "Approve Charge Authorization," "Review Expense Authorization," and "Approve Cash Advance."

Add Authorization Task

Use the Add Authorization Task function to add an authorization task to this expense report type. You can set up as many tasks as needed.

Order

Use the drop-down box to select the order in which this task should be completed. You can use the same order number on different tasks.

Authorization Task

Use the drop-down box to select the expense authorization task that should be performed. These tasks include "Review Expense Authorization," "Approve Expense Authorization," "Approve Charge Authorization," and "Approve Cash Advance."

"Sign Expense Authorization" is automatically added to all expense report types and is given a task order number of "0."

Primary Role

Use this drop-down box to select the role that is primarily responsible for performing this task. This list displays all roles set up in the Functional Roles screen that have authority over employees, or employees and charges, and have view rights to expense reports.

Backup Role

Use this drop-down box to select the role that has backup responsibility for performing this task. This list displays all roles set up in the Functional Roles screen that have authority over employees, or employees and charges, and have view rights to expense reports.

Minimum Approval Amount

Enter the minimum amount for the expense authorization and cash advance required to perform the task.

The minimum amount cannot be greater than 99999.9999.

Enter all amounts in the system's base currency. The base currency you select determines the number of characters to the right of the decimal.

Maximum Approval Amount

Enter the maximum amount for the expense authorization and cash advance required to perform the task.

The maximum amount cannot be greater than 99999.9999.

Enter all amounts in the system's base currency. The base currency you select determines the number of characters to the right of the decimal.

Initial Priority

Use the drop-down box to select the priority that should be given to the task. Valid values are "Low," "Medium," and "High."

Due Date

Enter the number of days, hours, and minutes allotted to the user to complete the task.  If the task involves a supervisor approving the expense authorization for the first approval, this is the amount of time that must pass after the employee signs the expense authorization before the task goes to a higher priority. For all other approvals, it is the amount of time that must pass after the prior approval has been completed.

Upgrade Medium

Enter the number of days, hours, and minutes that must pass after the due date before the task is upgraded to a medium priority.

Upgrade High

Enter the number of days, hours, and minutes that must pass after the due date before the task is upgraded to a high priority.

The "Review Expense Authorization," "Approve Charge Allocation," and "Approve Expense Authorization" tasks change priority depending on the prior approval(s). The priority of "Approve Cash Advance” changes when the user signs the expense authorization.

Email/Alert Notification

Select this checkbox to have the system send an e-mail/alert notification.

The setting of the Notification checkbox in the Expense Classes screen determines whether you receive an e-mail or an alert.

Create Expense Report Task regardless of Tolerance %

Select this checkbox to have the system create a task or tasks when the expense report is signed regardless of whether the expense report falls within the tolerance percentage.

User Directed Tasks

Select this check box to enable employees submitting expense authorizations to choose which supervisors or other users are notified that the expense authorization approval task is due.

Include Backup Role in User Directed Task List

Include Backup Role in User Directed Task List is available for selection only when the check box directly above it on the dialog, User Directed Tasks, is selected.

When Include Backup Role in User Directed Task List is selected, the names of those managers, supervisors, and administrators authorized to fulfill the backup role for expense authorization approval tasks appear in a list from which the employee can choose.

Any user selected by the employee receives an expense authorization approval task.

This list also includes those managers, supervisors, and administrators authorized to fulfill the primary role for expense authorization approvals.

OK

Select the OK pushbutton to close the Add Authorization Task dialog and to populate the Authorization Tasks tab with the new information.

Cancel

Select the Cancel pushbutton to close the Add Authorization Task dialog and return to the Authorization Tasks tab.

Edit Authorization Task

Use the Edit Authorization Task function to edit an existing task on this expense report type. Select the checkbox next to the row that you wish to edit.  

Order

Use the drop-down box to select the order in which this task should be completed. You can use the same order number on different tasks.

Authorization Task

This field is non-editable.

Primary Role

This field is non-editable.

Backup Role

Use this drop-down box to select the role that has backup responsibility for performing this task. This list displays all roles set up in the Functional Roles screen that have authority over employees, or employees and charges, and have the rights to view expense reports.

Minimum Approval Amount

Enter the minimum amount for the expense authorization and cash advance required to perform the task.

The minimum amount cannot be greater than 99999.9999.

Enter all amounts in the system's base currency. The number of characters to the right of the decimal is determined by the base currency selected.

Maximum Approval Amount

Enter the maximum amount for the expense authorization and cash advance required to perform the task.

The maximum amount cannot be greater than 99999.9999.

Enter all amounts in the system's base currency. The base currency you select determines the number of characters to the right of the decimal.

Initial Priority

Use the drop-down box to select the priority that should be given to the task. Valid values are "Low," "Medium," and "High."

Due Date

Enter the number of days, hours, and minutes allotted to the user to complete the task.  If the task involves a supervisor approving the expense authorization for the first approval, this is the amount of time that must pass after the employee signs the expense authorization before the task goes to a higher priority. For all other approvals, it is the amount of time that must pass after the prior approval has been completed.

Upgrade Medium

Enter the number of days, hours, and minutes that must pass after the due date before the task is upgraded to a medium priority.

Upgrade High

Enter the number of days, hours, and minutes that must pass after the due date before the task is upgraded to a high priority.

The "Review Expense Authorization," "Approve Charge Allocation," and "Approve Expense Authorization" tasks change priority depending on the prior approval(s). The priority of "Approve Cash Advance” changes when the user signs the expense authorization.

Email/Alert Notification

Select this checkbox to have the system send an e-mail/alert notification.

The setting of the Notification checkbox in the Expense Class screen determines whether you receive an e-mail or an alert.

Create Expense Report Task Regardless of Tolerance %

Select this checkbox to have the system create a task or tasks when the expense report is signed regardless of whether the expense report falls within the tolerance percentage.

User Directed Tasks

Select this check box to enable employees submitting expense authorizations to choose which supervisors or other users are notified that the expense authorization approval task is due.

Include Backup Role in User Directed Task List

Include Backup Role in User Directed Task List is available for selection only when the check box directly above it on the dialog, User Directed Tasks, is selected.

When Include Backup Role in User Directed Task List is selected, the names of those managers, supervisors, and administrators authorized to fulfill the backup role for expense authorization approval tasks appear in a list from which the employee can choose.

Any user selected by the employee receives an expense authorization approval task.

This list also includes those managers, supervisors, and administrators authorized to fulfill the primary role for expense authorization approvals.

OK

Select the OK pushbutton to close the Edit Authorization Task dialog and to populate the Authorization Tasks tab with the new information.

Cancel

Select the Cancel pushbutton to close the Edit Authorization Task dialog and return to the Authorization Tasks tab.

Delete Task

Select the Task that you wish to delete by selecting the checkbox next to the row that you wish to edit.  Then use the Delete Task function to delete the row.

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