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Approval processes

When employees have access to the Employee Portal, they may have permission to submit purchase order requests, new state and federal W-4s, timecards, and/or time off requests. Each of these actions should be subject to an approval process so that someone in the district can approve or deny the changes.

The approval process defines the employee(s) who must approve any of these changes. Each approval process is unique and may consist of multiple employees. Approvers do not need a Financial User account; they just need to be able to log in to SchoolInsight.

When an employee is next in line to approve a request, he or she will receive a notification via email, on the Employee Portal, and on Financials Main (if they are a Financial User). Approval/rejection can be done directly from any of those locations

Approvers can either be a named individual or a custom approver

To define an approval process:

  1. Go to Financials Main > Setup > Approval Processes
  2. Edit
  3. In whichever section you wish to add/edit approvers, go to the Approver field and select the name of an employee or a custom approver
  4. If the action should be approved by multiple employees, hover over the data type and use the plus sign to add additional steps
  5. In the PO approval process, you may designate one of the approvers to have their name appear as a signature on the printed PO
  6. Save
     

Custom Approvers

If you want some employee requests to be approved by Person A, and some employee requests be approved by Person B, you can use a custom approver instead of specifying a single individual in one of the steps. The custom approver is a role that can be filled by different supervisors depending who made the request.

A common example would be in a district with an elementary school and a high school. Purchase Order requests may need to be approved by the elementary principal (John Smith) when submitted by an elementary employee, and approved by the high school principal (Jane Doe) when submitted by a high school employee.

This is done in two steps: (1) creating the custom approver roles, followed by (2) assigning employees to those roles for specific individuals.

To create a custom approver role:

  1. Go to Financials Main > Setup > Approval Processes
  2. Custom Approvers
  3. Create
  4. Add a description (e.g. Principal)
  5. Save


Then you need to indicate which people fill each custom approver role.

 

To assign custom approvers individually:

  1. Go to Financials Main > Setup > Approval Processes
  2. Custom Approver Assignments
  3. Find the employee to whom you want to add the custom approvers and click the pencil icon in that row
  4. Add the proper custom approver(s)
  5. Save

You can also mass assign custom approvers to many employees at once:

  1. Go to Financials Main > Setup > Approval Processes
  2. Custom Approvers
  3. Mass Assign Approvers
  4. Select which customer approver role you wish to fill
  5. Select an employee who should fill that role
  6. Check the employees who need this person assigned as their custom approver
  7. Save

If an employee submits a request and has no supervisor filled into that role, the step will be skipped