Expense Workflow

Employee Expense Workflow Overview

The Employee Expense workflow empowers employees to initiate expense requests, which are subsequently subject to review, approval, and issuance of checks to the employees.

Features:

Employees can submit expense requests from the Employee Access Center (EAC).
Vendor ID is automatically created if missing during expense submission.
Employees can attach files, add comments, and save drafts before submitting.
Admins can configure available expense types and categories.
Requesters can track the status of their in-progress expense requests.
Approvers are determined based on any field in the expense request.
Approvers can act on requests from both EAC and the core system.
Approvers can edit the expense and save as draft during review.
Budget exceed warnings are shown to help approvers make informed decisions.
Delegation is supported on both the approval list and detail screens.
A payable record is created automatically after final approval.
An audit trail tracks who modified the expense form and what was changed, along with the whole approval history.

Create Expense Workflow

Menu path

To access the setup page for Advanced Workflow, follow the steps below:

From the menu, select System Administration.
From System Administration, select Workflow.
From Advanced Workflow, select Workflow Setup.
Select Expense.

The workflow must be enabled in the workflow configuration profile.

Create a group

From the menu, select System Administration.
From System Administration, select Workflow.
From Advanced Workflow, select Workflow Setup.
Select Groups.
Select Create Group.

Once selected, a form will be available for you to input the required information. The following fields are required in the form:

Field	Details
Group Title	Required custom text field for the group’s name
Workflow Area	Required to determine what area the group has access to.
Description	An optional short description for the group.
Status Active	Select the button to make the group active in the dropdown list.

Group Criteria

If you would like to set up Group Criteria, you can configure custom criteria grouping with your group as well. For example, you may want to create a group of all active employees. To do so, you could set up a group criteria to only pull active employees in the system. The following fields are available in the group criteria section

Field	Details
Group	Select to group two or more criteria together
And/Or	Dropdown option for And/OR validation
Area	Tables based on the workflow area selected.
Filed Name	Field Name based on the area selected
Condition	=equals >( is greater than) >= ( is greater than or equal to) < ( is less than) <= ( is less than or equal to) is in ( comma delimited list) is not in( comma delimited list) < > ( is not equal to) is blank starts with contains
Value	Custom numeric value

Expense Area Options

Account

Area	Field Name
Account List	1st Sub-Account 2nd Sub-Account 3rd Sub-Account Account Account Title Local Use Payroll Account Purchasing Account Warehouse Account
Employee	Address Line 1 Address Line 2 Base Location Birth Date City Department Email Address Employee Number First Name Hire Date Information Release Flag Last name Middle Name Original Hire Date Personal Email Address Preferred Name Previous Last Name Send E-Voucher State Suffix Supervisor Login User Login Zip Code
Employee Expense Details	Account Budget Comment Expense Category Expense Date Expense Number Line Cost Line Number Project Project Account Unit Unit Cost
Employee Expense Header	Amount Owed City Comment Created Date Description Employee Expense NO Employee Number Employee State End Date Expense Type Fiscal Year Form Type Last Approved Date Reimbursable Amount Start Date Status Updated Date Year
Employee Personeel Information	1st Extra Curricula Preference Code 2nd Extra Curricula Preference Code 3rd Extra Curricula Preference Code 4th Extra Curricula Preference Code 5th Extra Curricula Preference Code 6th Extra Curricula Preference Code 1st Personnel Job Skill Code 2nd Personnel Job Skill Code 3rd Personnel Job Skill Code 4th Personnel Job Skill Code 5th Personnel Job Skill Code 6th Personnel Job Skill Code Cell Phone Number Current Job Class Start Date Date of Last Salary Increase Date of 2nd Last Salary Increase Date of 3rd Last Salary Increase EEO Category EEO Function EEO Race Code EEO Reported Emergency Contact Emergency Contact Cell Phone Emergency Contact Phone Employee Location Code Employee Number Ethnicity First Prior Class Gender Gender Identity Handicap Flag Home Phone Include in Summer Pay Last Date to Pay Last Date Worked Last TB Test Date Listed Flag Other Phone Number Part Time Code Percent of Last Salary Increase Percent of 2nd Last Salary Increase Percent of 3rd Last Salary Increase Personnel Bargaining Unit Personnel Employee Type Code Personnel Status Code Personnel Termination Code Personnel Workers Compensation Physician Name Physician Phone Second Prior Job Class Seniority Date Start Date of 1st Prior Class Start Date of 2nd Prior Class State Staff ID Status Date Tenure Date Work Phone Years Employed Years in State Years in Total
Expense Category	Attachment Required Default Account Description Expense Category Code Expense Type Code Unit Cost
Expense Type	Expense Type Code Expense Type Description
Organization Chart	Budget Budget Unit Budget Unit Title Cash Disbursement Fund Flag Enterprise Fiscal Year Fund Level Level 10 of Organization Level 2 of Organization Level 3 of Organization Level 4 of Organization Level 5 of Organization Level 6 of Organization Level 7 of Organization Level 8 of Organization Level 9 of Organization Level Number Indicator Local Use Pre-Encumber Requisiitons Flag Previous Year Budget Unit Project Linked Flag Required Project Total Report Flag
Project List	Budget Funding Source Level Level1 Project Level2 Project Level3 Project Level4 Project Level5 Project Level6 Project Level7 Project Level8 Project Overhead Rate1 Overhead Rate2 Overhead Rate3 Overhead Rate4 Project Project Closed Project Title Start Date Stop Date