FINANCIAL SERVICES
DRAFT
Concur Submission Approval Process for
Institutional Approvers
November 2014
A PROCESS FLOWCHART
Employee
submits
request
1.
Institutional
Approver
receives
Concur
email
notification
2. Is the
submission a
travel request?
Yes
3.
Institutional
Approver
reviews
travel
request
No
No
4. Is the
submissoin a
travel expense
claim?
No
Yes
5.
Institutional
Approver
reviews
travel
expense
7. Is the
submissoin
approved?
6.
Institutional
Approver
reviews
other
expense
Yes
Payment
Services
B. NARRATIVE DESCRIPTION
The purpose of this document is to capture the steps involved in the approval process by
institutional approvers for Request, Expense and Travel submission process at the university
Background
Tri-Agency regulations require that any expenditure that is to be charged to a Tri-Agency fund must
go through an independent review before the expense can be charged. The university has
implemented an institutional approver function for Tri-Agency related transactions.
Process Narratives
Employee Submits Request
• Employee submits a new submission for a Travel Request, Travel Expense Claim, or other
Expense (reimbursement) in Concur
• Requester inputs all required information, and submits to supervisor for one-up approval
• The requester is to select “Tri-Agency” in order for the system to send the submission to the
institutional approver for review and approval before payment is issued.
• Supervisory or One-Up Approval
o One-up Approver receives email notice for new submission
o One-up Approver reviews submission in Concur
o If the submission is not approved, the approver sends it back to requester
pg. 1
o If the submission is approved and is not Tri-Agency related, the approver clicks
Approve. This submission will be sent to Payment Services to process payment
o If the submission is approved and is Tri-Agency related, the approver clicks Approve
and Forward.
o The supervisory approver must select a Tri-Agency Institutional Approver from the drop
down list in Concur which will send the submission to an institutional approver for final
approval
1. Institutional Approver Receives Concur Email Notification
• Institutional Approver receives email notice for new submission
• Institutional Approver reviews submission in Concur. There are three types of submissions
that require institutional approval when the submission involves Tri-Agency funding.
2. Is the Submission a Travel Request?
If yes go to step 3. If no go to step 4.
3. Institutional Approver Reviews Travel Request
• Sufficient detail in Business Purpose of how this trip relates to research grant
• Sufficient fund balance (Unifi FAST). If the fund is over-expended notify the grant holder
and ask for confirmation of the over-expended balance and the suggested method to deal
with the over-expenditure. Note: There is no requirement to check the termination date of
the award as the system will not allow a charge to a “closed” fund.
• Dates of travel fall within the time frame of research project
• Appropriate account code for the purchase (FSD website – UniFi account codes)
• Appropriate Approval Flow (Unifi Plus to see PI, website to see Dept. Head/Dean)
• Supporting document if it is required (conference agenda)
• Proceed to step 7
4. Is the Submission a Travel Expense Claim?
If yes go to step 5. If no go to step 6.
5. Institutional Approver Reviews Travel Expense Claim
• Sufficient detail in Business Purpose justifying of how this trip relates to research grant
• Attached pre-approved Request
• Dates of expenses match the time frame in Request
• If actual amount more than pre-approved amount, check fund balance again. If the fund is
over-expended notify the grant holder and ask for confirmation of the over-expended
balance and the suggested method to deal with the over-expenditure. Note: There is no
requirement to check the termination date of the award as the system will not allow a charge
to a “closed” fund.
• Appropriate account code for each expense
• Eligibility and accuracy of each expense
• Appropriate Approval Flow (Unifi Plus to see PI, website to see Dept. Head/Dean)
• Supporting receipt for each expense
• Proceed to step 7.
pg. 2
6. Institutional Approver Reviews Other Expense Claim
• Sufficient detail in Business Purpose of how this purchase relates to research grant (Unifi
Plus to see research title)
• Sufficient fund balance (UniFi FAST). If the fund is over-expended notify the grant holder
and ask for confirmation of the over-expended balance and the suggested method to deal
with the over-expenditure. Note: There is no requirement to check the termination date of
the award as the system will not allow a charge to a “closed” fund.
• Appropriate account code for the purchase (FSD website – UniFi account codes)
• Appropriate Approval Flow (Unifi Plus to see PI, website to see Dept. Head/Dean)
• Supporting receipt for purchase
• Proceed to step 7.
7. Is the Submission Approved?
If yes, click on approve and the submission will be sent to Payment Services.
If no, the submission is sent back to the employee who will make the required changes and resubmit.
• If the submission is not approved, Institutional Approver sends it back to requester with
reason. Requester will re-submit.
• For Requests only, if the submission is approved, Request will be sent back to requester.
The Request will be attached to Travel claim , Expense and Travel will be sent to Payment
Services to process payment
pg. 3