Quick Steps: Approve / Edit Reimbursement Requests in iOU

Who does this?

• Individuals with approval authority over the PTAs charged in a reimbursement request
• Approvers who wish to edit iOU transactions before approving them must have been granted access to iOU in Authority Manager

When?  All transactions done in iOU must be reviewed and approved by authorized personnel for each PTA charged.

How?  Approvers with access to iOU may approve reimbursement requests in iOU or the Oracle Financials Worklist.  Approvers without access to iOU may only approve in the Worklist. Approvals are performed after confirming that:

• The expenditure is reasonable, necessary and complies with all relevant University policies,
• The charges are correct, allowable for the account, allocable, and properly coded,
• Charges are appropriately documented and are recorded in a consistent manner, and
• Funds are available in the account being charged.

On this page:

• Review and Approve Reimbursement Requests
• Edit and Approve Reimbursement Requests

Review and Approve Reimbursement Requests (5 steps)

Find reimbursement requests to approve:

1. Enter ofweb in your web address bar.
2. Enter your SUNet ID and password as prompted.
3. Click the link on the Web Authentication window to continue.
4. Click SU Workflow Notifications link in the left box in the Navigator.
5. Click Notifications link in the right box in the Navigator.



Note:  Notifications can also be received in email. The notification contains a link to the Notifications Worklist.

Find the transaction:

1. Click iOU Reimbursement Transaction [X] Requires Approval link in the Subject column.

Review the transaction:

1. Review the information in the notification.

Approve, hold, or reject the reimbursement request:

1. Click Approve button if the requisition is correct.


~ OR ~

2. Enter an explanation in the Note box at the bottom of the notification.
3. Click Hold button to stop processing of the reimbursement request.


~ OR ~

4. Enter an explanation in the Note box at the bottom of the notification.
5. Click the Reject button to return the requisition to the originator for correction.



Note:  Clicking Approve or Reject returns the screen to the Notifications Worklist.

Complete transaction review:

1. Click the appropriate link to review another transaction.


~ OR ~

2. Click logout link at the top if finished.

Edit and Approve Reimbursement Requests (5 steps)

Find reimbursement requests to approve:

1. Enter ofweb in your web address bar.
2. Enter your SUNet ID and password as prompted.
3. Click the link on the Web Authentication window to continue.
4. Click SU iOU Public link in the left box in the Navigator.

Note:  Notifications can also be received in email. The notification contains a link to the Notifications Worklist.

Open the reimbursement request:

1. Click Number link in the TRXN Number column.
2. Review the information in the Transaction Review screen.
3. Click the appropriate Edit button for any section you need to revise.

Edit the reimbursement request:

1. Revise the information as needed.
2. Click Save button.
3. Click Return to Main Page button.


~ OR ~

4. Click Continue button to edit more information.
5. Click Return to Main Page button when finished editing.

Complete approval:

1. Click Number link in the TRXN Number column.
2. Click Approve or Return button.

Complete transaction review:

1. Click the appropriate link to review another transaction.


~ OR ~

2. Click Return to Portal link at the top if finished.
3. Click logout link at the top if finished.

 

What happens next?

• The transaction is routed to the next approver on the approver routing list.
• After approval, the department's charge account is debited and the Disbursements department reimburses the payee.

Questions?

• For additional help, submit a HelpSU ticket. Select Request Category Administrative Applications and Request Type Oracle Financials.
• For additional training, take FIN-0460: iOU Reimbursements & Advances.