Topics Map > Human Resource System (HRS) > Payroll > PY Learning Path

Workflow for Additional Pay Approver Maintenance Page in HRS

Overview

This KB will walk through the process of setting up Level 2 - 5 approvers on the workflow approver maintenance page. Level 1 approvers are determined by the exception process or the UW approvers (and backup) on the TL Security page and/or Reports To on Job Data.

Process Considerations:

  • Best Match - Level 2-5 approvers will be assigned based upon the employee's empl ID and empl record number. The system will look for a matching configured sub- department, if none is found then it will look for a matching department, then division and finally match to business unit.
  • For current and retro dated Add'l Pay entries the system will use current approvers.
  • For future dated Add'l Pay entries the system will check for future dated approvers and use them if appropriate.
  • If approvers are changed after an Add'l Pay has been submitted, regardless of the effective date, the approvers will not be updated on the Add'l Pay transaction.
You may click on the links below to navigate directly to a section:

Instructions

  1. Navigate to: Set up HCM > Common Definitions > Approvals > Workflow Approver Setup
  2. Select the Add a New Value tab.
  3. Enter the Process ID of UW_WFAP_APPROVAL.
  4. Enter the Business Unit/Division/Department for which you want to add approvers.
    warning This information can not be changed once the record has been created.
  5. Click Add.

    add new
  6. The Effective Date will default to current date.
    warning Only current and future dates should be used.
  7. Verify the Earnings Code has DFT (default) selected.  DFT represents all additional pay earnings codes, and you will not be able to save the entry without a DFT row.  If you want to add additional approver chains for individual earnings codes, see the Add Additional Earnings Codes section below.
  8. Select the Approval Type, Empl ID or position.
    NOTE: Empl ID is the recommended approval type.
  9. Enter the Approver Empl ID.
  10. Click the plus sign on the Approval Level to add a second approver.
  11. Enter the number 2 in the Approval Level.
  12. Enter the Approval Type and Approver.
  13. Click Save.

    warning If additional Approvers or Earnings codes will be entered, complete steps to add all (see below) before saving the record.

    New Approver

Add Additional Approval Levels

  1. Click the plus sign on the Approval Level.
  2. Enter the next Approval Level number (levels 3-5 can be used)
    warning Do not skip approval levels
  3. Select the Approval Type.
  4. Enter the Approver number.
  5. Repeat steps 1 - 4 to add a second approver at each Approval Level.
  6. Click Save.
    warning If additional Approvers or Earnings codes will be entered, complete steps to add all (see below) before saving the record.

Add Additional Earnings Codes

  1. Click the plus sign on the Earnings Codes level.
  2. Select the Earnings Code.
  3. Enter the number 2 in the Approval Level.
  4. Select Approval Type.
  5. Enter Approver number.
  6. Click the plus sign on the Approval Level to add a second approver.
  7. Repeat steps 3 - 5.
  8. Click Save.
    warning If additional Approvers or Earnings codes will be entered, complete steps to add all (see below) before saving the record.
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Update Existing Approvers

  1. Navigate to: Set up HCM > Common Definitions > Approvals > Workflow Approver Setup
  2. On the Find an Existing Value, enter the Process ID (UW_WFAP_APPROVAL) and department.
  3. Click Search.

    search existing
  4. Click the plus sign at the Header level.
  5. The Effective Date will default to current date.
    warning Only current and future dates should be used.

    add row
  6. Previous data will pull through to new row.
  7. Update Earnings Codes and Approvers as needed.
  8. Click Save.

Deactivating an Approver Record

warning  Do not deactivate a Business Unit record

NOTE: If a department has a status of Inactive, it will not be included in best match look up.

  1. Navigate to: Set up HCM > Common Definitions > Approvals > Workflow Approver Setup
  2. On the Find an Existing Value, enter the Process ID (UW_WFAP_APPROVAL) and department.
  3. Click Search.
  4. Click the plus sign at the Header level.
  5. The Effective Date will default to current date.
    warning Only current and future dates should be used.
  6. Change the Status to Inactive.
  7. Click Save.
inactivate
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Keywords:
Workflow, Approvers, Addl Pay PY, Payroll PY, Payroll PY, Payroll 
Doc ID:
84118
Owned by:
Melanie K. in UW–Shared Services
Created:
2018-07-18
Updated:
2024-05-14
Sites:
UW–Shared Services