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The steps below outline the procedure for approving NAU Departmental
Journals. These journals can be in one
of two forms, an Internal Departmental Transfer (IDT) or Internal Service
Center Transfer (IST). These Journal
types are determined by the journal initiator selecting the appropriate Journal
Source (IDT or IST) on the journal Header page. The Journal Source determines
the initial workflow approval path (see Departmental Journal Overview document out in the SharePoint for additional details).
Users who are setup to approve PS Financial transactions (requisitions,
employee reimbursements and departmental journals) for PS Departments (State or
Local accounts) and or Projects (grants) must also have the appropriate
security roles in order to apply their approval. Project managers for grants will
automatically receive the security roles to approve PS Financial
transactions. PS Department Managers
must request the appropriate roles for the different types of transactions (see
). To add or change users setup to approve transactions for a Department or
Project, please submit the appropriate form at:
. Please note that more than one user is
allowed to approve transactions for PS Departments, but only one user
can approve transactions for PS Projects (grants).
Approving Departmental Journal:
successfully validating and budget checking a departmental journal, the journal initiator submits the journal for
workflow approval. Submitting the journal
for approval will generate an e-mail notification to the approvers.
Journals requiring approval can also be accessed from the
approver’s Worklist page. This is the
same page where other transactions requiring approvals will be listed (e.g.,
Requisition and Expense transactions).
By clicking the hyperlink, approvers will be taken to the
journal line page of the journal. If not
already logged in, the approver will have to login first.
Approvers should review the Fund, Dept and Account for
appropriateness. Approvers will have to
know the Dept codes for which they are authorized approvers as there could be
transaction lines included in the journal for which they are not authorized
approvers. Use the scroll bar to view
amount and accounting line descriptions.
Click on the “Approval” tab to apply or deny approval.
submitting the journal for approval from the Lines page through the Submit
Journal process, click the Approval page to view approval status and history. See approval screenshots and routing
Approval Action: Defaults to “Approve”. Select “Deny” to deny approval.
Please enter the reason for denying the journal in the “Deny Comment”
box to inform the journal initiator why you are not approving the journal.
Submit: Click the “Submit” button after selecting the
Approve or Deny approval action.
After submitting your approval, the approval
status will be updated as shown below:
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