Journal approval is only required for on-line and spreadsheet journals. Subsystem journals (AP, Expenses, Assets, etc.) do not require approval.

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1 General Ledger Journal workflow approval is required for all institutions in 8.9 and will continue to be delivered the same in 9.2. Journal approval is available within PeopleSoft Financials in order to provide appropriate segregation of duties and to meet audit requirements. Journal approval is only required for on-line and spreadsheet journals. Subsystem journals (AP, Expenses, Assets, etc.) do not require approval. There are two changes for Journal Approval in 9.2 that you should be aware of: 1. A General Ledger Administrator (GL Admin) will be required in 9.2 for all institutions. 2. A new Budget Ref Alert will be visible during journal approval. See below for more information. Approval Process Definition In this stage, all online journals will be submitted into workflow for approval after journal edit and budget check. These transactions will route to an approver with the Journal Approval role BOR_GL_JRNL_APPR. o A new Budget Ref Alert will be visible to the approver in 9.2. This alert will appear if the Budget Reference is inconsistent with the journal date, e.g. the Budget Ref is 2014 and the journal date is within Fiscal Year If there is no one assigned the Journal Approval BOR_GL_JRNL_APPR role, it will route to the General Ledger Administrator. o The GL Admin is new in 9.2 and must be identified and assigned the BOR_GL_ADMINXX role (the XX is the first two digits of your institutions SetID). 1 of 5

2 Institution Customization Options Institutions can have multiple journal approvers and determine if they want all to approve the journal or if only one has to approve it. 2 of 5

3 Commitment Control Budget Journal Workflow approval is new in 9.2. It can be utilized to maintain an audit trail for your budget balances. Plans are to deliver Budget Journal approval as a default. However, this will be included in upcoming discussions with DOAA to determine a best practice recommendation. Budget Journal Workflow will be delivered with one approval stage like journal workflow. Approval Process Definition In this stage, all budget journals will be submitted into workflow for approval. They will route to an approver with the Commitment Control Approval role BOR_KK_BUD_APPR. o They can be approved individually or the approver can select multiple budget journals to approve. o A new Budget Ref Alert will be visible to the approver in 9.2. This alert will appear if the Budget Reference is inconsistent with the budget journal date. If there is no one assigned the Commitment Control Approval role BOR_KK_BUD_APPR, it will route to the Commitment Control (KK) Administrator. o The KK Admin must be identified and assigned the BOR_KK_ADMINXX role (the XX is the first two digits of your institutions SetID). 3 of 5

4 Institution Customization Options Institutions can have multiple budget journal approvers and determine if they want all to approve the journal or if only one has to approve it. 4 of 5

5 1) Determine if your institution would like to activate. Workflow KK Budget Journal Workflow Activate (Yes or No) 2) Determine who will be the Workflow Admin for workflow issues. a. This person(s) will need to be granted the BOR_KK_ADMINXX role for Commitment control or BOR_GL_ADMINXX for General Ledger Journals (XX is first two digits of your SetID). Administrator Admin Name User ID General Ledger Commitment Control 3) Determine the number of days before sending a reminder to the approvers that they haven t approved it yet and how many days before it reassigns to the admin. Reminder to approvers Escalation to Admins Number of Days Institutions will need to begin determining who the approvers are and will provide this information at a later date prior to User Acceptance Testing. This will also need to be included in the Security review and the appropriate approval roles granted. 5 of 5