Defining Approver Types for PeopleSoft Expenses

Page Name

Definition Name

Usage

Define Approver Types Page

EX_APPRVR_TYPE

Define new and modify existing approver types.

Use the Define Approver Types page (EX_APPRVR_TYPE) to define new and modify existing approver types.

Navigation:

  • Set Up Financials/Supply Chain > Product Related > Expenses > Management > Approval Setup > Define Approver Types

  • Travel and Expenses > Travel and Exp Admin Center > Manage Approvals > Approver Types

This example illustrates the fields and controls on the Define Approver Types page. You can find definitions for the fields and controls later on this page.

 Define Approver Types page

Valid approver types must be defined and mapped to the appropriate approval framework transaction registry entry and process definition. PeopleSoft Expenses delivers approver types data as part of system data.

Field or Control

Description

Approver Type

An approver type represents an approval role. You can change the descriptions of the approver types to match titles or roles in your organization. PeopleSoft Expenses delivers these approver types:

  • EXAPPROVER: A department or expenses manager who may be required for supplemental approvals that you define through rules.

  • POSTPAYAUD: Post payment auditors can take action on expense transactions that have completed the processing cycle. Certain combinations of transactions and approval actions are not allowed for this role.

    Note: Email approvals is not supported for this approver type.

  • PREPAYAUD: This approver type supports an auditor process prior to payment processing for review and approval. You can configure this role to allow changes to approved transactions.

  • PROJAPPRVR: The person designated for project time and expense approvals can be the project manager as defined in PeopleSoft Project Costing, or the HR Supervisor as an option in PeopleSoft Expenses.

  • PROJSUPP: This approver type is a supplemental or conditional approver for expense transactions relating to projects. The system currently only routes by project ChartField.

  • RCPTVERIF: This approver type supports the person who verifies receipt details for expense report transactions that exceed the minimum amount designated on the Receipts Required Page. You should select Receipt Verifier in the Approver Category field.

  • REVIEWER: Department reviewer can screen expense transactions for policy compliance prior to the approval process. When you use this approver type, PeopleSoft Expenses does not process approvals until a reviewer has reviewed the transactions.

  • SUPERVISOR: This role is the supervisor to whom the employee, contractor, or consultant directly reports to, as defined in your HR system. It is the type associated with the HR Supervisor setting on the Installation Options – Expenses page.

Field or Control

Description

Approver Category

The approver category identifies the type of approver or role in the approval process. Options are:

  • Expense Approve: Select for an expense manager specifically assigned through a list to approve expense transactions.

  • HR Supervisor: Select for the employee's supervisor, as assigned in the HR system.

  • Post Pay Audit (post payment audit): Select for a post payment auditor approver or role.

  • Pre Pay Audit (prepayment audit): Select for a prepayment auditor approver or role.

  • Project Manager: Select for a project manager approver.

  • Project Supplemental: Select for a project supplemental approver.

  • Receipt Verifier: Select for an employee who is responsible for verifying the receipt details of expense reports. Select this options when using the RCPTVERIF approver type.

    This option is used when using the Receipts Required feature. For additional information about this feature, see Understanding Receipt Options for Expense Reports.

  • Reviewer: Select for a reviewer role.

Routing ChartField

Select the expense transaction distribution ChartField that PeopleSoft Expenses will use to route approvals for this approval type. If you only use HR Supervisor approvals or Project Manager approvals, it is not necessary to select a routing ChartField because the approver is determined through the employee profile. You can still select a ChartField for these types, but the system will ignore them.

Note: The ChartField that you select as your routing ChartField must be populated on the expense transaction distributions; otherwise, PeopleSoft Expenses cannot properly route transactions to the appropriate approver.