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Locked Approval Workflow

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With a Locked Approval Workflow, every user is assigned an approver to which their expense reports will always be sent. This article shows how you can add additional approval levels and rules by configuring the Locked Approval Workflow.

On your account homepage, select Configuration and then select View and Edit Policy

Under the Approval Workflow Method area, use the dropdown menu to select Locked Approval Workflow. Click Save. Next, select Configure Locked Approval Workflow

 

 

First Level Approval

In Certify, every expense report that is submitted for approval is automatically sent to a first level approver for review. Depending on your company’s workflow, first level approval can be configured in three ways: Always Obtain First Level Approval, Auto Approve If No Policy Violations, or Auto Approve All Expense Reports. These options are described below:

  • Always Obtain First Level Approval (Default) – Expense reports are sent to the report submitter’s first approver; first level approvers can be configured on the Edit User page
  • Auto Approve If No Policy Violations – Expense reports with no policy violations are automatically approved at the first level, and then sent to the second level approver
  • Auto Approve All Expense Reports – Expense reports are automatically approved at the first level and sent to the second level approver

 

Second Level Approval

Second level approvals are an optional additional level approval in the Locked Approval Workflow. In order for an expense report to go to a second level approver, it must be triggered by a policy setting. The five second level approver triggers are listed below: 

Over Expense Category Maximum - Expense reports containing expenses that exceed the expense category maximum amount will require a second level of approval

Older than Policy Specified Days - Expense reports containing expenses older than the specified days on the View and Edit Policy page will require a second level of approval.

Missing a Required Receipt – Expense reports containing expenses without required receipts will require a second level of approval

Please Note: The Second Level Approval option Obtain second level approval if missing a required receipt will honor both global and expense category level receipt policy settings. For example, if the global Receipt Requirements policy is set to Do not require receipt for expenses less than $75, then Obtain second level approval if missing required receipt will honor this setting, and the normal approval workflow path will be used (second level approval will not be applied). The same is true for Expense Category Receipt Threshold settings; if Use Threshold Amount is selected in Receipt Threshold, then Obtain second level approval if missing required receipt will honor these settings, and the normal approval workflow path will be used (second level approval will not be applied).

Second Level Approval for All Expense Reports - Expense reports submitted by all users will require a second level of approval.

Auto-Escalate to Second Level Approval after X Days – When an expense report, submitted for first level approval, has not been approved for more than the specified number of days, it will be auto-escalated to second level approval. The second level approval path that applies to the report and user will be followed.

Please Note: The “Recall” feature will be disabled for expense reports that are Auto-escalated. This prevents a report from being incorrectly retrieved by the submitter.

Approval Limit - Approval Limits need to be satisfied only once, by any approver. After any approver (first or second) with the necessary Approval Limit has approved a report, Approval Limits will no longer trigger subsequent approval steps for that report. Other policy triggers may trigger a second level of approval, but Approval limits are not re- evaluated. Approval limits are the only policy setting that can trigger multiple second-level approval steps.

Second Level Approval by Department - All expense reports submitted by users in a department configured for Obtain Second Level Approval will require a second level of approval.

Second Level Approvers

When an expense report triggers a second level approval, the report will automatically be sent to a second level approver. Below is the second level approver hierarchy: 

  • User's Second Level Approver - The expense report will be sent to the user's second level approver assigned on the Edit User page 
  • Company-Wide Second Level Approver - If no second level approver is assigned to the user's record, expense reports will be sent to the company-wide second level approver 
  • First Approver's Approver - If no second level approver is assigned to the user's record and there is no company-wide second level approver, expense reports will be sent to the first approver's own first level approver 

 

Special Approval Rules

Special Approval Rules are an optional additional level of approval in the locked approval workflow. Special approval rules can be configured so that all expense reports containing expense lines assigned to a specified category need to be approved by a certain approver. Special approval rules are applied after all first and second level approvals are obtained.

To add a new rule, select Create a Special Approval Rule.

Next, enter the user name and the click the checkbox for each Expense Category they will need to approve.

Ad Hoc Approvers

Ad Hoc Approvers are an optional additional level of approval in the locked approval workflow. Clicking the checkbox for Ad Hoc Approvers will give users the option to select an additional approver on each expense report. 

Both submitters and approvers can enter an ad hoc approver on the Submit Expense Report for Approval email notification preview page by selecting an Additional Approver. Ad hoc approvers will receive expense reports for approval as the final reviewer before processing.

Fast-Track Processing

Fast-Track Processing will allow expense reports without policy violations to be automatically processed. The auto-processing will take place after all necessary approval steps have been completed. Accountants may then focus on only reviewing expense reports with policy violations. 

In the report's approval history, fast-track processing will be noted. The Accountant that is added to the report is the Accountant that would have processed the report if it were not fast-tracked.

Accountant

Every expense report needs to processed by an accountant. Accountants are listed on the Edit User page. If a user does not have an accountant assigned on their Edit User page, their expense report will be sent to their approver's assigned accountant for processing. 

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