Approver Guide. This guide will illustrate how to review and approve requisitions

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1 Approver Guide This guide will illustrate how to review and approve requisitions Your Role as an Approver The role of an Approver in IC Marketplace is defined in the approval chains by approval authority levels and the department. Approvers receive notifications from IC Marketplace and task notifications within IC Marketplace when a requisition is created and routed to their approval chain(s). Approvers have the responsibility to review and approve, edit or decline a requisition. This guide will show you how to perform the approver s role. Contact Information Questions or assistance logging in with IC Netpass Username and Password, contact IC Helpdesk at or helpdesk@ithaca.edu Questions or feedback regarding IC Marketplace can be ed to ICM.UserSupport@ithaca.edu. Users can also contact Information Systems for Business & Finance or Procurement for assistance. Approval Process The approval process in IC Marketplace will work similar to how it does in Parnassus. notices are sent to all approvers. If action is not taken within 24 hours from the first notice, a reminder will be sent out. If no action is taken within 72 hours of the approval reminder, the approval will be escalated to the next approval queue until an Approver Approves/Declines the Requisition. The approval routing will be based on a user s department, requisition dollar amount, product type and special account codes such as IT equipment, grant and capital fund accounts. Users may also have self - approval limits that allow them to self-approve a requisition under their dollar based approval limit directly to become a PO or skip the departmental approvals. Approval chains run sequentially with the department routed approvals first, then to any needed capital asset or grant account funding approval before becoming a purchase order.

2 Approval Authority Levels Buyer, Assistant Manager, Bookkeeper, Visual Resource Curator - $2,000 Assistant to the. - $5,000 Associate Professor/Professor, Chair, Manager, Supervisor - $10,000 Assistant/Associate Director, Program Coordinator, Assistant/Associate Dean, Associate Registrar - $25,000 Director, College Librarian, Dean, Registrar - $40,000 Assistant/Associate Provost, Executive Director, Associate Vice President - $50,000 Vice Provost/Associate Vice Provost, Controller - $75,000 Senior VP/Vice President/Provost - $100,000 VP for Finance and Administration - $1,000,000,000 Approval Notifications Notifications You will receive an notifying you of the approval task requiring your action. An example of the that will be received is shown below. The link in the notification will take you directly to MyHome to log in and access IC Marketplace. All approval notification s will come from financialsystems@ithaca.edu. Please add financialsystems@ithaca.edu to your list to ensure that you receive any and all s about approval tasks. Approver Guide Page 2 Last Updated: 12/14/2016

3 Approvers can also log in directly to IC Marketplace without linking through the notice 1. Open your preferred web browser 2. Log in to MyHome 3. Click on the Shopping Cart icon to access IC Marketplace 4. The IC Marketplace homepage will appear. Notifications in IC Marketplace You will know that you have approvals waiting for your review when a red number appears next to the Tasks icon in the menu bar of IC Marketplace. In addition to the Menu bar alerts you will have a quick view window for approvals on your Dashboard that will show the 4 most recent requisitions awaiting your approval. Clicking the Approvals menu, the Dashboard Approvals or the View All approvals link in the quick view window will take you to the Approvals page. The Approvals page will display all of your pending approval actions as well as additional Unavailability settings and the ability to see what you have approved in the past by changing the Approval State of the search filter. Approver Guide Page 3 Last Updated: 12/14/2016

4 Approval Page Availability Settings By selecting Change Availability, you can adjust time that you will be unable to approve requisitions. The Unavailable From and Unavailable To date/time fields should be set when you know you will not be in the office or available to take the approval actions for an extended period of time. When marked as Unavailable, any approval actions that are routed to your queue will escalate to the next approver. You may set a Proxy Approver to approve in your place while you are set as Unavailable. You will see a notification indicating that your unavailability has been set. The unavailability will disable on the ending date/time. Approver Guide Page 4 Last Updated: 12/14/2016

5 Requisition Approval Overview The approval page will display all outstanding approvals in your queue with the requisition number, buyer s name, supplier, order type, and total. Because you have received the accounting and line detail in your notification, you may have enough information to utilize the Approve/Decline option from this page. Approve/Decline Window The Approve/Decline button will open a window where you can Approve or Decline the requisition and enter a comment for either action that is recorded in the approval history. Approver Guide Page 5 Last Updated: 12/14/2016

6 Requisition View Actions The requisition view as an approver will present two actions at the top right corner of the page, Approve/Decline and Edit. above. will open the Approve/Decline window just like the Approvals page option shown will allow you as an approver to edit the below details of the requisition. Ship To and Bill To addresses for the requisition Add or delete Attachments o Justification Attachments stay internal to the IC Marketplace and will not be sent to the supplier o Order Attachment will be sent to the supplier but you do have the option to uncheck the box to not send the attached file to the supplier with the PO. Edit notes o Justification notes are for internal use and will not be visible to the supplier o Delivery Notes are sent to the supplier Account Codes o Editing the account codes may change the routing of the approval no longer listing the requisition in your queue. o When you edit the account codes, a Budget check is performed to confirm the proper funds are available. Once you have completed your edits or additions to the requisition, you need to click the Save button at the bottom of the screen to finalize the updates. Approver Guide Page 6 Last Updated: 12/14/2016

7 Approval History Approval history can be seen by changing the Approval State in your Approval Task page to search for historical approval history. The approval history is shown to all on the requisition view as well as the Transaction Summary PDF (available on the PO view). The approval history shows the Approver or approval group The Created Date - date/time that the approval task was originated for the approver(s) Completed Date date/time that the approval task was completed by the approver Level authorization level for the approver(s) Reason any comment entered by the approver when task was completed Actions taken will display at the far right displaying if the action was Approved, Declined, Skipped or Escalated o Approved the approval task was sent up the chain or an order was created o Declined the requisition was sent back to the buyer with any comments to copy, edit and resubmit the requisition o Skipped only happens if the buyer is also in the approval chain and is not able to approve his/hers own requisitions o Escalated - the approval task was sent up the chain based on the amount of time it was waiting to be acted upon Approver Guide Page 7 Last Updated: 12/14/2016