Task
Field | Description |
Task Type
|
Use the drop-down list to select the expense report task that should be performed. Choose from the following tasks:
- Approve — Select this to add an approval task.
- Review — Select this to add a review task.
- Attach — Select this to add an attachment task.
- Record — Select this to add a record task.
Note: "Sign Expense Report" is automatically added to all expense report types and is given a task order number of "0."
This field displays in the Tasks table after you click
Save.
|
Level
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Use this field to determine whether the task should be performed at the overall expense report level, at the charge level, or whether it is for an attachment task.
The options available in the drop-down list vary by Task Type:
- Overall- This option is available from the Level drop-down list if the Task Type is
Approveor
Review.
- Charge- This option is available from the Level drop-down list if the Task Type is
Approve.
- Attachment- This option is available from the Level drop-down list if the Task Type is
Approve,
Attach, or
Record.
|
Order
|
Use the drop-down list to select the order in which this task should be completed. You can use the same order number on different tasks.
This field displays in the Tasks table after you click
Save.
When the Record is selected in
Task Type, the
Orderfield displays "Anytime" is uneditable.
|
Attachment
|
This field that enables you to select the type of attachment that must be attached for this task. The drop-down list displays the attachment types you created in the Attachments section of the
screen.
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Initial Priority
|
Use the drop-down list to select the priority that should be given to the task. Valid values are
Low,
Medium, and
High.
|
Start Date
|
Click
to select a start date for this expense report task.
|
End Date
|
Click
to select an end date for this expense report task.
|
Retain Completed Tasks on Revision
|
This field is only enabled when the Task Type is
Attach. When you select this check box, the task must be redone if the expense report is revised. Leave the check box clear if you do not want to enforce this requirement.
|
Role
Field | Description |
Primary Role
|
Use this drop-down list to select the role that is primarily responsible for performing this task. This list displays all roles set up on the Functional Roles screen that have authority over employees, or employees and charges, and have the rights to view expense reports.
Note: This field displays in the Tasks table after you click
Save.
|
Backup Role
|
Use this drop-down list to select the role that has backup responsibility for performing this task. This list displays all roles set up in the Functional Roles screen that have authority over employees, or employees and charges, and have the rights to view expense reports.
This field displays in the Tasks table after you click
Save.
|
User Directed Tasks
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Select this check box to enable employees submitting expense reports to choose which supervisors or other users are notified that the expense report approval task is due.
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Include Backup Role in User Directed Task List
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Include Backup Role in User Directed Task List is available for selection only when you select the
User Directed Tasks check box directly above it.
When you select the
Include Backup Role in User Directed Task List, the names of those managers, supervisors, and administrators authorized to fulfill the backup role for expense report approval tasks appear in a list from which the employee can choose.
Any user selected by the employee receives an expense report approval task.
This list also includes those managers, supervisors, and administrators authorized to fulfill the primary role for expense report approvals.
|
Business Rules
Field | Description |
Rule
|
This field enables you to establish whether the task is required or optional. Select either
Required or
Optional from the drop-down list.
|
Edit
|
From the drop-down list select one of the following options:
|
Criteria
Field | Description |
Greater Than
|
Enter the minimum amount for the
Expense, the
Over Ceiling, and the
Unallowable portions of the expense required to perform the task.
Note: The minimum amount cannot be greater than 99999.9999.
Enter all amounts in the system's base currency. The number of characters to the right of the decimal is determined by the base currency selected.
|
Less Than
|
Enter the maximum amount for the
Expense, the
Over Ceiling, and the
Unallowable portions of the expense required to perform the task.
Note: The maximum amount cannot be greater than 99999.9999.
Enter all amounts in the system's base currency. The number of characters to the right of the decimal is determined by the base currency selected.
Example #1: If you want a role to approve all expenses, no matter the amount, and no matter the breakout of the expense, enter 0.00 for the
Minimum Approval Amount and 99999.9999 in the
Maximum Approval Amount for
Expense,
Over Ceiling, and
Unallowable.
Example #2: If you want a role to approve only those expenses that are over 1,000.00, enter 1000.00 in the
Minimum Approval Amount and 99999.9999 in the
Maximum Approval Amount for
Expense. Set the
Minimum and
Maximum Approval Amounts for
Over Ceiling and
Unallowable to zero.
|
Escalation
Use the Escalation section to enter the number of days, hours, and minutes that can pass after the end date before the task is upgraded to a low, medium, or high priority.
Field | Description |
Days
|
Use the up and down arrows to set the number of days that can pass after the due date before the task is upgraded to a low, medium, or high priority.
|
Hours
|
Use the up and down arrows to set the number of hours that can pass after the due date before the task is upgraded to a low, medium, or high priority.
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Minutes
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Use the up and down arrows to set the number of minuets can pass after the due date before the task is upgraded to a low, medium, or high priority.
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Notify
|
Select the check box if you want to notify the individual responsible for the task when it is over due. Whether the individual receives an e-mail or an alert is determined by the setting of the
Notificationcheck box on the Expense Classes screen.
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