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 attached to the expense report
  • provides receipts in original formats to compliance approver
  • submits ER
  • withdraws and edits ER prior to compliance approval if necessary

In addition to the above,

for UW employees/students

  • explain online approval process by advising travelers to click on Open icon/link under Actions in body of Action Required mail notifications or open the attachment to approve ER

    open

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 

  • Go to Astra to designate User Compliance Approver role for eTravel. If you will have approvers at both budget and organizational level be sure to do double entry ( designate at both levels)
  • 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 format
  • 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 expense items if necessary
    • cannot change type of traveler, therefore cannot change the name of traveler.
  • approves or denies ER
    • TIP: click on Open icon/link under Actions in body of Action Required email notifications or open the attachment 

      open

  • attaches receipts to ER

Funding Approver

  • Go to Astra to designate User Funding Approver role for eTravel. If you will have approvers at both budget and organizational level be sure to do double entry ( designate at both levels)
  • in most cases is the traveler’s direct report person
  • approves or denies designated budget number(s) and funding source(s)
    • TIP: click on Open icon/link under Actions in body of Action Required email notifications or open the attachment 

      open

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 format to preparer if not self-prepared
  • reviews completed ER prior to compliance approval
  • approves or denies ER
    • TIP: click on Open icon/link under Actions in body of Action Required email notifications or open the attachment 

    open

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. 

erole

 

Enter a name or use the pull down menu and select from a list. Select the type of approver and provide a reason.

 

erole1

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.
  • If additional approver is required due to hyerarchy of roles must be in form of adhoc on approval flow not attached letter. 
  • Preparers can add at the beginning of the graph or parallel when in composing state, once submitted they can only add in parallel. Approvers can add adhoc approvers before, after or parallel.

Travel Office

Travel Office

  • performs risk assessment of reimbursements based on predetermined travel criteria after all departmental approvals have been done
  • approves or denies ER