Department Setup

The Department acts as the administrative unit for an Employee. A department is the child of its parent operating unit. Department ID's can be duplicated across operating units. For example, there can be a Department 1234 in each operating unit. Each Employee is assigned to one department.

To create a Department:

Click on Organization to expand the menu.
Click Department.
Click the Add button.
1. Operating Unit* - Click the drop down button to bring up the operating unit list and select an Operating Unit (you can also start typing the Operating Unit's name or ID if you know it).
2. Department* - Enter an ID for the department. Departments must be unique within each operating unit. This field is limited to 20 characters.
3. Name* - Enter a Name to identify the department. The maximum length of this field is 100 characters.
4. Description - Enter text to further identify the Department. This field is limited to 255 characters and is optional.
Click the Save button.

Once you click the Save button, additional options come up on the bottom half of the screen. You'll notice two tabs. One tab is named Department and contains the department that was just created with the information you entered. The other tab is called Approval Flows. Clicking on this tab allows you to set the approval flow for that department.

To set up Approval Flows:

In the Approval Flows window, click Add.
1. Level - for the approval (example. 0 is first, 1 is second, etc.)
2. Description - Name for approval group.
3. Min Amount - Minimum amount for approval group
4. Max Amount - Maximum amount for approval group
5. Enable Override by Routing - This will either allow or not allow approval to be replaced when routing.
  1. Yes - Will allow to replace Department approval structure with new approver chosen when option Replaced is chosen during routing.
  2. No - Will NOT allow to replace Department approval structure when new approver is chosen and option Replaced is chosen during routing.
Save by clicking Save All.
Click on Approvers to assign approvers for this approval group.
Click Add.
1. Employee ID - Search for Approver's Employee ID
  1. Click OK.
  2. Search for additional employees if desired and repeat the process.
2. Entry Type field : Select Time/Expense if this approver will approve both timesheets and expense reports. Select Expense if this approver will approve only expense reports. Select Time if this approver will approve only timesheets.
3. Approval Right field:
  1. Select Approve Only if this approver is to be allowed only to approve or reject employee timesheets and/or expense reports, not modify them.
  2. Select Modify and Approve if the approver is to be able to make changes and then approve the modified Timesheet or expense report.
  3. Select Review Only if the approver is to be able only to review timesheet data available to approvers, but not participate in the approval process (Review-only approvers must access timesheet data through the Time Printable Reports menu).
4. Approval Type field:
  1. Select Primary if this approver is not allowed to approve his own timesheets and/or expense reports.
  2. Select Secondary if this approver is to only approve the work of the primary approver.
  3. Select Both if no approval restrictions are needed.
5. Email Option field:
  1. Select Yes if this approver wants to receive email notifications when timesheets and/or expense reports are released.
  2. Select No if this approver does not want to receive email notifications. Email options and messages are configured under system options.
To add additional approvers click Add and repeat.
When done, click Save All