Workflow & Setup
Approvers
Common Questions for:
* Requisition Approval Workflow
* Requisition Status
* Department Approvals and Authorized Signatories
A process used to automate
the flow of information
throughout the enterprise.
We will be discussing
requisition approval
workflow.
• Creating a requisition
under the
eProcurement link in
PeopleSoft.
• After you have created
your requisition. Click
Save and Submit to
start the workflow
process.
Click the
eProcurement link.
•
This approval stage can occur if:
•
The Category code (NIGP code) is blank on the req
OR
•
The Category code is 00000
•
•
Approval by: Regina White, Buyer
If the requisition doesn’t meet the above criteria, then it
skips this stage and moves forward onto the next
workflow stage.
•
•
This approval stage can occur if:
The Asset Profile ID is not blank on the req
OR
•
The Total of the Requisition Lines is over $2,999
•
Approval by: An Asset Management Approver (Trey Spivey,
•
Kevin Doyle, Sharon Bradish, or Greg Woodlief)
If the requisition doesn’t meet the above criteria, then it
skips this stage and moves forward onto the next
workflow stage.
* Special item Approvals are
7 individual areas that
require special item
approval.
*If certain criteria is met for
the products purchased on
a requisition, then the req
will stop at this stage.
*It is based on the product
ordered on the requisition.
*ITS Hardware
*ITS Software Approval
*Lab Animal Approver
*Radioactive Approver
*MCG Dean’s Account
*X-ray Approval
*Laser Approval
*If certain IT hard ware
Category Codes are selected
on products ordered then the
requisition will stop at this
approval.
* These Category codes will
usually start with:
* 204xx
* 205xx
ITS
Hardware
Approval
*Most
products that require this
approval are computers,
computer components, servers,
and printers.
*If certain IT software Category
Codes are selected on
products ordered then the
requisition will stop at this
approval.
* These Category codes will
ITS
Software
Approval
usually start with:
* 208xx
* 209xx
*Most
products that require this
approval are computer
software.
*If certain Lab Animal
Category Codes are selected
on products ordered then the
requisition will stop at this
approval.
*These Category codes will be
between 04000 and 04096
Lab Animal
Approval
*Most
products that require this
approval are animals and
animal care supplies.
*If certain radioactive chemical
Category Codes are selected
on products ordered then the
requisition will stop at this
approval.
* These Category codes are:
* 11515
* 257xx
* 193xx
Radioactive
Approval
* Most
products that require this
approval are radioactive
chemicals, nuclear assay kits, and
radioactive/nuclear equipment.
*If the Department ID on the
requisition is a Medical College
of Georgia department with an
amount greater than
$15,000.00.
* The department ID will be between:
* 04000000 – 04499999
* 046000 00 – 04999999
MCG Dean’s
Account
Approval
*Then the criteria has been met
and the College of Medicine
Dean’s Approval is required.
*If the device or equipment ordered
is for an item that can produce xrays then your requisition will stop
at this approval stage.
*The requisition will stop for a Xray approval when you use any of
the codes listed on the next slide.
*Approval by: EHS Approvers (Risa
X-ray
Approval
Kitchens, Patty Magner and Jackie
Childs.)
Make sure you review your category code listing to ensure that you choose a
code that describes the item as capable of producing x-rays.
X-ray
producing
category
codes are
listed on the
right.
*
*
*
*
*
*
*
26096
-
DEN_PAT-XRAY EQUIP, FILM MOUNT
49029
-
ELECTRON MICROSCOPY EQUIP
49030
-
ELECTRON GUNS
49051
-
LASERS, MASERS, & ACCESSORIES
49065
-
NUCLEAR EQUIP & ACCESSORIES
49096
-
X-RAY DIFFRACTION AND EQUIP
89820
-
COMPUTERIZED AXIAL
TOMOGRAPHY(CAT)
*
*
*
*
*
89842
-
GENERATORS, X-RAY
89860
-
RADIATION THERAPY EQUIP, NUCLEAR
89865
-
RADIATION THERAPY EQUIP, X-RAY
89867
-
RADIOGRAPHY EXAMINATION EQUIP
89868
-
RECYCLED X-RAY AND RADIOLOGICAL
EQ
*
89878
-
RADIOLOGICAL EQUIP AND
ACCESSORIES
*
89880
-
X-RAY MACHINES (DIAG) AND
ACCESSORIES
*If the device or equipment ordered
is for an item that can produce
laser emissions then your
requisition will stop at this
approval stage.
*The requester is responsible to
identify the class of Laser being
ordered. The Manufacturer /
Vendor can provide this
information in a quote. The quote
should be attached to your req.
Laser
Approval
*Approval by: EHS Approvers (Risa
Kitchens, Patty Magner and Jackie
Childs.)
Make sure you review your category code listing to ensure that you choose a code
that describes the item as capable of laser emissions.
* Hospital and Surgical Equipment, Instruments,
and Supplies
The Laser
producing
category
codes are
listed on the
right.
* 46534 – Electrosurgical and Laser Surgery
Instruments and Accessories
* Laboratory Equipment, Accessories and Supplies:
General Analytical
* 49051 – Lasers, Masers, and Accessories
* Optical Equipment, Accessories, and Supplies
* 62543 – Laser Systems Instruments and
Equipment (Including Lens and Laser)
* Police and Prison Equipment and Supplies
* 68048 – Finger and Foot printing Equipment,
Accessories and Supplies
* 68077 – Radar Instruments, Traffic Enforcement
Type (Including Laser Speed)
* Welding Equipment and Supplies
* 89551 – Laser Welding Machines
*The Department Approver stage is required for all
requisitions.
*Approval by: This stages routes to someone
authorized in your department to approve
requisitions. It may be one or more people, but only
one approval is needed before the requisition
moves forward to the next stage.
*If the requisition has a Sponsored Project ID and a
computer or an asset is ordered, then the requisition
will stop at this stage and be reviewed by a SPA
Accountant.
* Approval by: Your SPA Accountant (Tammy Murrell, Jennifer Guy, Tammy
Faircloth, Chris Fick, Grace Anderson) http://www.georgiahealth.edu/SPA/post.html
* If
the requisition doesn’t meet the above criteria, then it skips this
stage and moves forward onto the next workflow stage.
* The criteria for this stage is for Health eShop Non-Catalog
orders, Non-Health eShop orders or Asset orders.
* If your requisition is a Health eShop Catalog order that is less
than $2,999, then your requisition will skip this stage.
* Approval by: Your Supply Chain Buyer (Regina White, Jackie Jones,
Aleen Jones, Terri Gregory, Karen Herrington, Lynn Carmack, Nicole Moore)
https://portal.georgiahealth.edu/portal/page/portal/forms/Finance/Materials%20Man
agement/Purchasing/GHSU%20Purchasing%20Commodity%20Listing.pdf
* This is the final stage in workflow. Your requisition will now be
approved.
*Open Status
*Denied
*Pending
 Requires the requestor to
click Save and Submit to
push the requisition into
workflow.
 To find your requisition go
to Manage Requisitions
 Remove To and From
Dates.
 Select open on the
request status box by
using the drop down arrow
on the right side of the
box.
 Select blank on the origin
box using the arrow on the
right side of box.
 Click search.
When you have located
the requisition line in
Manage Requisitions,
click on the Edit
Requisition option under
the Select Action box and
then click the Go button.






Once you click the Go button
on Manage Requisitions, your
screen will look like this.
If you need to make changes
to an item, then click on the
item description hyperlink.
If you need to make CFC,
location or account code
changes then click on the
sideways triangle in front of
the line number.
Once your requisition is
correct then click the Save
and Submit button.
If you do not have a valid
budget status budget check
requisition until it is valid.
If get an accounting date
error, contact Greg Woodlief
(721-2213). Note: you will not
be able to save your edited
changes until he corrects the
date.
Denied
This requisition needs to
corrected or canceled
depending on the denied
comments.
 To edit requisition
in
Manage Requisitions, then
click on the selection action
box on the right side of the
requisition line.
 Choose Edit Requisition
to
correct the requisition.
 If requisition is not canceled
monies are still preencumbered.
 Once requisition is in edit status correct what
needs to be change.
 Change items in step 2 – NOTE: You CANNOT
change items, amounts, or CFC information on
Step 1, if the items already exist on the
requisition.
 Make a comment in the justification box that the
requisition was corrected.
 If you changed an account code make sure you
have a valid budget status before saving and
submitting.
 Be sure to click Save and Submit.
Problem:
After updating your requisition, it is still in
denied status.
Solution:
1. Change a line distribution account code to
a different budget account. For example, if
your account code as 714102, then change
it to 843200.
2. Re-budget check the requisition. It does
not matter if there is an error.
3. Change to account back to the one needed
(714102), and re-budget check to valid.
4. Now your requisition will be out of denied
status.
 Requisitions in this status are
waiting for approval in all
workflow stages.
 When
the requisition is
waiting for approval. It can be
either denied or approved.
(Please note if one line is
wrong on the requisition then
all lines should be denied.)
 The approver must click on
the email link to go to the
requisition approval page OR
click their Worklist to approve
their requisitions.
 The Worklist approval page
is shown on the right.
 Please click on the blue
link for a requisition to go
to the Requisition Approval
page.
 To approve the requisition,
click on the Approve
button.
 If requisition is to be
denied, then a comment
must be added. After
adding the comment, then
click on the Deny button.
 The consolidated Department IDs are 8 characters in length.
 All Summerville Department IDs have been cross-walked to a
new Department ID OR cross-walked to a Health Sciences
existing Department ID
 The crosswalk listing of Department IDs can be found here:
http://www.georgiahealth.edu/finance/controller/finacctg/co
nsolidation_crosswalk_department_id_lisitings.pdf
 All Department IDs in each Summerville College, start with a
two-digit identifying number:




00xxxxxx – CAHSS-College of Arts, Humanities & Social Sciences
07xxxxxx – HCB-Hull College of Business
08xxxxxx – COE-College of Education
09xxxxxx – CSM-College of Science & Mathematics
 Every department needs this
form to establish a new
Department ID.
 The form is used for adding,
changing the Department
Manager , and Inactivating
Department IDs.
 If a Department Manager
leaves, retires, or changes
then this form needs to be
submitted.
 Only one Department ID per
form
 This form is used to establish
authorized signatories for a
Department ID and to establish
requisition approvers.
 The person(s) listed as the
authorized signatory for the
Department ID are permitted to
sign for financial related business
forms for this Department ID.
 This form is reviewed by the
Georgia State Auditors for
accuracy.
 This form is also important to
update when employee leaves or
retires.
 Yes. These forms work together.
So the best practice is to update
both when you have
departmental changes.
 One form is submitted per
Department ID.
 The forms can be faxed to the
number listed on the form for
processing.
* Tina Fletcher, Workflow Administrator
Financial Info Systems & Reporting, Controller’s Division
1120 15th Street, Annex I, Room B223
Augusta, GA 30912
Phone: 706-721-0018
* Janice Chancey, Mgr. Financial Info Systems &
Reporting, Controller’s Division
1120 15th Street, Annex I, Room B221
Augusta, GA 30912
Phone: 706-721-3288