Welcome to State of Michigan Central Finance Advance Approval & Modification & Modification Tutorial Brought to you by the Office of Financial Management Approval Window The State Wide Approval window is used to: Approve Advance Requests Modify Advance Requests Approve Expense Reimbursement Requests Modify Expense Reimbursement Requests This tutorial will focus on approving and modifying Advance Requests For approving Expense Reimbursements, please see the Central Finance Expense Approval and Modification Tutorial Home Page Central Finance can reach the Approve screen through the Statewide/Approvals menu. Statewide Approve Page In Select Employee you can choose the Dept, Agency, TKU, Emp Id or Last name as the search criteria. This will bring up a selection of employee names in the Search Results window that match the criteria you selected, as shown on the next page... Click on Search. 19 Civil Service 01 CIVIL SERVICE C Statewide Approval Page Employee information can be viewed by clicking on the employees name - anywhere in the application. Note: Clicking any of the (blue) column titles will bring up an arrow that will allow you to sort the column in ascending or descending order. When you are ready to approve an expense or completed your approval queue click View. If you plan on approving more then one item you can select the items you wish to approve by checking this box next to each item. This will create an approval queue of all the select items so you do not need to return to this screen to select each one individually. If you have created an approval queue this will start it. Statewide Approval Page - Filter The filter allows you to choose any heading to filter on. When you click on the filter button found on many screens you will get a window that can be used to filter your data. Multiple Conditions can be chosen You can add additional filters by clicking the + sign RETURN Employee General Information Screen Approve Advance - Advance Tab Note: The Advance tab screen is displayed in read only mode. The Advance Request Section identifies Request Date, Amount, Advance From Advance To, Reason and Permanent request indicator and any liquidations and outstanding amounts from previous advances. Error messages can accompany the advance and will be displayed when there are insufficient and/or invalid inputs (Severity: W = Warning E = Error). Note: Finance staff should remain alert to the payment Processing Timeframes involved in Advance Processing. Approve Advance - Advance Tab Contd Note: These fields are limited to individuals with appropriate security. Manual warrant input and cash deposit recording (advance adjustment) are shown here. The Coding Block section displays the account coding used on the advance. Note: Standard coding is indicated by a check mark and is shown below the coding entry area. Approve Advance - Advance Tab Contd Reject: Rejects the Advance and displays comments entry box (Comments required). After successful rejection you are taken to the next item in the approval queue if defined previously. Approve: Queues the Advance to the next step in the approval path and returns you to the Manager- >Approval screen.. After reviewing the request for accuracy, click Approve. Approve- Next: queues the Advance to the next step in the approval path. After successful approval you are taken to the next item in the approval queue if defined Previously. Approve with Comments: Allows the user to add comments to the approval action. After successful approval you are taken to the next item in the approval queue if defined Previously. Skip: allows you to review the Advance at another time. After skip you are taken to the next item in the approval queue if defined previously. Modify: Used to modify data in Advance. This will create a new version of the request. After new version is submitted user can approve. Click History tab to review the action taken. Approve Advance - Advance Tab Contd Note: When a request is approved, rejected or modified it may generatenotifications to the employee and/or approvers. Note: The Modify button remains active after approval (more on modification later). Version shows the number of times the advance request was modified after being submitted the first time. Action code shows the action that was done. Click title for list of values. Comments will show additional information about the action. Action Taken By is the User Id that performed the listed action. Action Date is the date the listed action was done. The History tab shows the history of actions associated with the Advance. Note: AFFW reflects primary central finance approval. Review Advance Approval - History Tab Finally, clicking Previous Page will return you to the State Wide Approve page. Note: Status: Approvals Complete indicates that the advance has been fully approved. Statewide Search Results After Approval Note: You can always access employee advances via your Statewide/Advances menu. Employee advances are viewable immediately after the employee saves them and remain as viewable records as they process through to payment. In fact, advance requests remain viewable until purged. Note: Once you approve an advance, it clears off your State Wide Search Results listing as shown below. If you need to view the advance later, you can access it via the Statewide/Advances menu. Modifying an Advance - Central Finance Advance modifications initiated by Central Finance can be processed from either the: Statewide/Approvals Menu OR Statewide/Advances Menu If you modify via the Statewide/Approvals menu, you can immediately approve the modification afterward The Modify button resides on the same Advance tab for both Statewide - Advance Modification Scenario Two days after Leatrice Agarwal submitted one of her advances for approval, she realized the advance amount was over estimated. Since her supervisor had already approved it and time was of the essence, the modification was processed by Central Finance as shown on the following page. Modify Advance - Search Results Note: We will be modifying through the Statewide/Approvals menu. Click View to access the advance you wish to modify. Modify Advance - Advance Tab Click the Modify button. After making the change, click Submit. Note: In this case Central Finance needs to decrease the Amount requested to $350. Note: Advance Versions begin at zero and increment each time a modification is submitted. Modify Advance - Advance Tab Continued Note: Once the Modify button is clicked, all the fields in all the tabs become editable. Modify Advance - Advance Tab Continued Note: When a modification is submitted, the Advance tab will grey out and a comment is required. After comment is entered, Click OK. Over estimated, changed to The advance version increments and the Submit Successful message appears. Modify Advance - Advance Tab Continued Finally, click History tab to review the action taken. Note: All the Approve and Modify buttons have reactivated. Note: The user can navigate between different versions of the advance record using the scroll arrows. Review Modified Advance - History Tab Version shows the number of times the advance was modified after being submitted the first time. Action code remains APRW when the modification is done prior to final approval. Awaiting Web Central Finance Primary Approval Note: Status: Awaiting Web Central Finance Primary Approval indicates that the modified advance is available for immediate approval if desired. More on Modifying Advances Advance modifications initiated by Central Finance prior to or after approval can be made when the advance request has an APRW or AFFW action code. Once an advance is modified, the action code will remain the same as it was prior to the modification and the version will increment. Generally, after an advance request is submitted it can be modified by the originator until the next action (first level approval) has taken place. Similarly, after the first level takes place, the first level approver can continue to modify the request only until the second level approval takes place. After the second level takes place, the second level approver can continue to modify the advance until the next action in the approval path. (if this happens to be the last action, then until XTCT or HSNT) Central Finance can also modify at any time while the advance is in SUBM status via the Statewide/Advances menu. Where To Get Help Users with questions or needing help should call the OFM Help Desk at: (not local) At the welcome message press 8 then press 3 for HRMN Payroll/DCDS. We would like to hear from you! Please click the button to provide your comments or suggestions about this tutorial. You are now ready to select your next tutorial