Approval Process for Cash Advances in NUFinancials

This document shows the different navigations available to an approver in order to take action on a submitted cash advance.

ApprovalSelectFor users with the Approver role:

There are 3 different ways that you can access approval pages for a Cash Advance:

  • NUFinancials WorkCenter Approval Queries
  • Approvals Tiles
  • Navigation Bar

For more information on the NUFinancials WorkCenter, click here.

Navigation to NUFinancials

  1. Go to https://nufin.northwestern.edu
  2. Log in using your NetID(User Name) and Password

Note:   Every user will have to do a Multi-Factor Authentication (MFA) in order to access NUFinancials. For information on MFA, click here.
 

Approve Cash Advance via NUFinancials WorkCenter

Navigation: Log into NUFinancials > Employee Self Service > NUFinancials WorkCenter (tile)

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  1. Click on the NUFinancials WorkCenter tile.  The NUFinancials WorkCenter page appears.
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  1. Click on the Approvals tab.

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  1. Click on Cash Advances.
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  1. Under the search criteria, click View Results (this will allow you to see all of the Cash Advance that are in a pending approval status available in your approvals list).
    • Alternatively, you can search by entering the field information in the search criteria to search for specific transactions.

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  1. Choose the transaction that you want to approve by clicking on the Advance ID
    • Scroll to the right to see more information about the transaction.

 SelectAdvnaceID

A new window with approval page will open with the Cash Advance information. This is the approver’s page to approve, deny, or put transactions on hold. /images/group293/shared/ESAF/NUFinancials/Expenses/AdvApprove7.JPG

Note: Approvers can view extended information on the report by clicking the “Additional Information” link.

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Important: Approvers MUST click on the Reconciliation Information link to view the reconciliation chart string and account code provided by the submitter of the advance.  It also shows the date when the employee expects to reconcile and/or pay back the advance.  This step is required in order to approve a cash advance.

Approve, Deny, or Hold Cash Advance

Approve Cash Advance

  1. Validate all of the information, and click Approve.

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Note: Under the Lines section, you can click on the Cash Advance line to view the line details.

  1. The Approve message will appear, prompting for Approver comments. (Optional)
    • Enter Approver Comments if needed.
  1. Click Submit.

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Send Back/Deny Cash Advance

An approver can send back or deny a Cash Advance by clicking the Send Back function at the top right hand corner of the page. To successfully send back a Cash Advance,

  1. Validate all of the information, and click Send Back.

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  1. The Send Back message will appear prompting for Approver comments. (Required)
    • Enter comments about why the transaction is being pushed back or denied in the Approvers Comments box.
  1. Click Submit.

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Note: If an Approver chooses to send back a transaction, comments are REQUIRED. If an approver does not enter comments, they will receive the following error message and will not be able to deny the transaction until comments are entered.

 /images/group293/shared/ESAF/NUFinancials/Expenses/AdvApprove13.JPG

To continue with the process, Click OK > enter comment > Submit

What’s next?
  • The user will receive an email regarding the pushback.
  • The user will have to make changes to the cash advance and resubmit it for approval.

Hold Advance

Warning: It is recommended that you do not use the Hold function. If an approver holds a transaction, that transaction remains at the same approval level (In Process Status) without moving forward until the person who put a hold on the transaction applies their approval or denies it. The Cash Advance is also removed from workflow inbox of any pooled approvers at the same level.

Approve Cash Advance via Approval Tile

Navigation: Log into NUFinancials > Employee Self Service > Approvals (tile)

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  1. Click on the Cash Advance tab.

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 A list of pending Cash Advances will appear.

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  1. Choose a Cash Advance from the list and click on the Cash Advance hyperlink.
  2. Follow the steps in Approve, Deny, or Hold Cash Advance section above.

Approve Payment Request via NavBar

  1. Click on the NavBar

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  1. Click on the Approvals icon under the NavBar list.
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  1. Upon clicking the Approvals icon, the Approver will be taken to the Pending Approvals page.
  2. Follow the steps from 1 to 3 in the Approve Cash Advance via Approval Tile section.

For additional assistance please contact the IT Support Center at 847-491-4357 (1-HELP) option 2, or consultant@northwestern.edu.




Keywords:"Expenses Supervisor", Approvals, "Department Approvals"   Doc ID:111043
Owner:ESAF PTP Team .Group:Northwestern
Created:2021-05-26 02:16 CDTUpdated:2021-08-04 11:07 CDT
Sites:Northwestern
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