Roles
Department
Preparer
Watcher
Compliance Approver
Funding Approver
Traveler/Claimant
Ad Hoc Approver/Watcher
Travel Office
Expense Report Process by Role Flowchart
Ariba Approval Flow
Department
Preparer
- faculty, staff, or student employee in UW Payroll System with UW Net ID
- completes ER for themselves or for another
- completes ER following department, university, and state policies
- ensures all receipts are valid and in original formats
- provides receipts in original formats to compliance approver
- submits ER
- withdraws and edits ER prior to compliance approval if necessary
- use with caution since these actions will send ER to the beginning of approval flow process again
- enter comments explaining any modifications
In addition to the above,
for UW employees/students
- explain online approval process by advising travelers to click on Open link under Actions in body of Action Required mail notifications to approve ER
for Non-UWs or students
- approve ER after obtaining traveler's signature on ER print version
Watcher
- has viewing only capability
- establish this role in ASTRA for specific budgets
- establish this role as a one time occurrence for a specific ER in Ariba
Compliance
Approver
- in most cases is the traveler’s direct report person
- reviews ER to confirm adherence to departmental, university, and state policies
- certifies that all receipts are valid and in original formats
- reviews reimbursement ensuring costs are directly work related, most economical, and necessary for university business
- ensures same expenses have not been previously submitted or otherwise reimbursed
- edits ER if necessary
- use with caution since these actions will send ER to the beginning of approval flow process again
- enter comments explaining any modifications
- approves or denies ER
- TIP: click on Open link under Actions in body of Action Required email notifications
- sends paper receipts in original formats with ER print version to the Travel Office
IMPORTANT:
Compliance approvers cannot approve their own ER as a compliance approver. You will still need to approve your own ER as the traveler.
It's highly recommended to have additional compliance approvers set up in Astra for situations when a compliance approver is the traveler and to provide backup during vacations/absences.
When there are multiple compliance approvers, email notifications to approve will be sent to all approvers. Only ONE needs to approve.
Funding Approver
- approves or denies designated budget number(s) and funding source(s)
- TIP: click on Open link under Actions in body of Action Required email notifications
IMPORTANT:
Funding approvers cannot approve their own ER as a funding approver. You will still need to approve your own ER as the traveler.
It's highly recommended to have additional funding approvers set up in Astra for situations when a funding approver is the traveler and to provide backup during vacations/absences.
When there are multiple funding approvers, email notifications to approve will be sent to all approvers. Only ONE needs to approve.
Traveler/Claimant
- attests that all charges incurred for UW business are
- valid, appropriate, and follow departmental, university, and state policies
- most economical without compromising personal safety
- attests that same expenses have not been and will not be otherwise claimed and reimbursed
- submits valid receipts in original formats to preparer if not self-prepared
- reviews completed ER prior to compliance approval
- enter comments explaining any modifications
- approves or denies ER
- TIP: click on Open link under Actions in body of Action Required email notifications
Ad Hoc
- can be an approver or watcher
One time Ad-Hoc Approvers or Watchers for a specific ER must be added in Ariba. Select Add Approver from the Approval Flow tab.
Enter a name or use the pull down menu and select from a list. Select the type of approver and provide a reason.
TIP:
- In some cases, users may be in overlapping roles, except for travelers who cannot be compliance or funding approvers on their own ER.
- Denied ERs are returned to the preparer for corrections then resubmitted to begin the approval flow process again.
- Comments may be entered anytime.
Travel Office
Receipt manager
- records that receipts were received
Travel Office
- performs risk assessment of reimbursements based on predetermined travel criteria after all departmental approvals have been done
- approves or denies ER
*When extenuating circumstances don't allow for submission of original paper receipts, copies may be submitted. In these cases, state policy requires that agency file location of original receipts be referenced. Electronic receipts (E-receipts) may be added as attachments to the ER for online submission. In these cases, paper copies of E-receipts are not required.
