University of Technology, Sydney Project neo iExpenses Reassigning expense reports from Verifying Officer to Approver

Creation Date:

SEP-2008

University of Technology, Sydney

Reassigning expenses to Approver

This document shows step-by-step how to reassign an expense report that has been forwarded to a Verifying officer (eg. Admin officer/EA), who does not have a Financial Delegation, for monitoring of expenses and validating the accounting string. Once verified, please reassign to the Approver who has financial delegation for that appropriate Org Unit. For any queries regarding the correct accounting string, please contact the Finance Manager within your area.

Neo Steps on how to action expense notifications

1. Log onto UTS Employee Self Service>Notifications. The screen below will be displayed.

2. Click on the Subject of the notification or click on select All and then click on OPEN to open all notifications. 3. Open Notification and the notification will be displayed as below. 4. Verify the receipts and amounts

5. Select Reassign as above (Do not select Approve as you are not set up as an approver)

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6. When you click Reassign the page below will load.

7. In the assignee field, please type in the last name of the approver. Click the Torch icon and select the appropriate name. 8. Ensure you select Transfer notification ownership 9. Add comments (for example: I have checked the accounting string and verified the amounts. Receipts are in order. This can be approved) 10. Click on Submit

NOTE: If the accounting string is incorrect or the user is required to make changes to the expense report, please indicate what needs to be changed in the Note field on Step 4 and select Reject

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Setting Vacation rules and Worklist Access

Worklist Access
Worklist Access - Specify which users can view and act upon your notifications. Grant another user access to view and act upon your notifications via the Worklist. Worklist Access ---------------------A user can grant access to his or her worklist to another user. That user can then act as a proxy to handle notifications on the owners behalf. The worklist access feature lets one user allow another user to handle his or her notifications without giving the second user access to any other privileges or responsibilities that the first user has in Oracle Applications. However, note that a user who has access to another users worklist can view all the details of that users notifications and take most actions that the owner can take on the notifications. Ensure that your users take all necessary security considerations into account when they choose to grant worklist access to another user.

Setting up Worklist Access

Log onto Neo> UTS Employee Self Service> notifications The page below will be displayed with your open notifications

1. At the bottom of the page (see above) you will see Worklist Access click on it and the page below will display. 2. Click on Grant Worklist access

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The screen below will appear

4. Enter the name of the employee you are granting access(Last name is first). For example if you wanted Natalie Dean to have access you would enter Dean% and then click on the torch and select correct employee name from the List of Values. 5. You can enter a description or you can leave this field blank. 6. The start date will default to todays date, you can either leave as todays date or enter a date in the future. 7. The end date can be left blank if you want this setup ongoing. 8. In the Grant Access field click on Selected Items. Your worklist contains Personal HR information that you may not want to share but may want another employee to look after your expenses and requisition/Procurement notifications. 9. When you click on Selected Item Types, the below screen will display

10. In the above example Natalie Dean now has access to all notifications except HR, UTS Leave Alerts and UTS Generic workflow notification which are all personal (HR related). 11. Click on Apply to save and activate the transaction. 12. You will then see the rule. If you need to update to change dates or to change Grant Access, click on update. 13. If you want to delete someones access, just click on delete.

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Viewing Worklist Access

If the user has given Worklist Access of some other user then he will be getting Switch User button under the notifications. Clicking on the Switch User button and select the user and click on the apply button to access the notifications of the user. Click on the Worklist access" link at the bottom of the expenses home page. 1. Log into Neo > UTS Employee Self Service> Notifications. When the page displays, these are all your notifications

2. You will now see a button called Switch User. Click on this button. The below screen will appear and select the user you are actioning on behalf of.

3. Click Apply and then you will be directed to that employees notifications. Note, you will not see any HR notifications as this worklist access was setup only for expenses and procurement.

4. When you want to go back to your notifications, just click on switch User and follow steps 2 and 3 above.

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Vacation Rules
Vacation rules handle notifications automatically when users are not available to manage their notifications personally. These rules are defined according to the item type with which notifications are associated. NOTE: Setting up a Vacation rule, you are transferring ownership of the notification action (Approve/Reject etc) and are giving authority for the person assigned to action on your behalf. NOTE: You can create as many rules as you like and the next time you go on vacation, all that is required is to update the existing rule and change the dates. NOTE: Users that are submitting should not change the manager to approve, the system will automatically send the notification to the delegate setup to approve on behalf of the person on vacation/leave.

Log onto Neo> UTS employee Self Service >Notifications Select the "Vacation Rule" link

Select the "Create New Rule" link. For Item Type select "All" for all Notifications

Select the "Next" link to proceed to the next setup page for the rule. Enter both a valid Start and End Date for the new rule. (as below)1 Ensure the "Reassign" radio button is selected. Enter the last name of the person delegated in your absence and click on the torch to select correct person/delegate. (as below) Ensure the Delegate your response radio button is selected. Click Apply and the rule is set for the dates you entered

The rule is now set and the status is active

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