employee requests AVRDC The World Vegetable Center Application Version X1

Transcription

1 employee requests AVRDC The World Vegetable Center Version 3.2 Author James Solomon Date April 2010 Distribution Internal/External Application Version X1

2 Table of Content Table of Content Introduction Employee Requests Creating & Submitting an Employee Request Authorising or Rejecting an Employee Request GRSU Payments (GRSU internal request only) My Employee Requests General Journal HR Payment (used by Eva for HR Reimbursement) Page 2 of 15

3 1. Introduction This document describes and illustrates the steps for registering personnel requests 2. Employee Requests The menu Employee Requests is used for registering all employee requests in the system. The claims captured will go through different approval hierarchies depending on the requests type selection. Note: Employee Request will be used by Regional Center s only when there is a need for HQ to approve as per the approval hierarchy shown below. For any request that doesn t require the approval of the HQ please do not use the Employee request. Below is a listing of the respective approval hierarchies: 3. Creating & Submitting an Employee Request 1. Log in to the AVRDC Maconomy portal with your assigned login credentials. Page 3 of 15

4 2. On the menu on the left, click on the menu Employee Requests and the menu item New Employee Request 3. In the field Request Type Select the request type you wish to create. A brief description of the request types and all fields found in the layout, can be found below. Page 4 of 15

5 Personal Request used for requests against a personnel account (either cash or cheque). Please view the approval hierarchy regarding this process in section #2 above. RC Reimbursement/Replenishment Request used for regional centre cash replenishment requests to HQ. Please view the approval hierarchy regarding this process in section #2 above. HR reimbursement used for HR reimbursement requests. The submitter is required to give the respective project, task and FIN code to Eva for the expense processing. This is a two part process and involves creating an HR reimbursement specific expense claim or HR reimbursement general journal on behalf of the requester. This second part is explained in a second manual labeled AVRDC User Manual HR Claim.docx and part #7 below in this document. Travel Request used for employee official travel requests. Select the respective PM of the project you are traveling on, as the first approver. This entire process is a two (and sometimes three) part process and involves creating a travel request in the system to first attain authorization to travel. This request number must be used when creating a new travel request and will replace the current TA number used. Once approved, the request for travel can follow standard travel request procedure explained in the manual labeled AVRDC User Manual External Requisition Travel Request.docx Home Leave Travel Request used for employee home leave travel requests. Select Eva as the first approver. This entire process is a two (and sometimes three) part process and involves creating a travel request in the system to first attain authorization to travel. Once fully approved, a notification gets sent back to requester to create the requisition. This request number must be used when creating a new requisition and will replace the current TA number used. The request for travel can follow standard travel request procedure explained in the manual labeled AVRDC User Manual External Requisition Travel Request.docx GRSU Internal Request used for GRSU internal requests. Respective project number, task and FIN Code need to be specified in the description for the correct DR (debit) entry in the General Journal creation. Employee Request [Receipt] used for requests to finance to accept cash coming in, in the form of cheque/transfer. The respective GRSU project number, task and FIN Code needs to be entered into the request for where finance need to transfer the value to. General Payment Request used for cash requests for custody funds and/or petty cash replenishment. Page 5 of 15

6 Description a short description of the request Quantity used for quantity (if applicable) use value 1 (one) Currency the currency of the request value Requester the number of the employee requesting. Approver This is the person in first line of approval (see section#2 above) 4. The following screen is a more detailed view of the creation screen and also allows you to attach a document to the request. Below is a screen shot of that screen and points describing each field. Page 6 of 15

7 Request No. auto generated request number Request Type the request type chosen in creation step Description description given to the request on creation Quantity the quantity chosen in the creation step Currency currency chosen in the creation step Amount the amount chosen in the creation step Total Amount the total amount as a product of quantity and amount Requester the requester (creator) of the request (with employee name adjacent to it) Approver first level approval of the request (with employee name adjacent to it) Approve/Rejec t comment comment used by the approver for any detail on the rejection/approval Page 7 of 15

8 Status the current status of the request Document archive link used to attach documents to the request. (refer to the point 5 below for instructions on how to attach documents this is an exert from the expense sheet user manual) Created By the person who created the request Created Date the date the request was created Changed by the person who made the last change/update to the request Changed date the date the request was changed/updated Version No. the change version number of the request 5. To attach a document to the employee request press the hyperlink adjacent to the field island labelled Document Archive link. Then follow the instructions below in the screen shots below. Page 8 of 15

9 6. When completed, press the submit button 4. Authorising or Rejecting an Employee Request 1. Log in to the AVRDC Maconomy portal with your assigned login credentials. 2. Once logged in, click on the menu ToDo and menu item Approve Employee Requests and click on the Request number that you wish to approve. 3. Once linked to the Employee Request screen, enter in an approve/reject comment and click on the button Approve (to approve) or Reject (to reject). Subsequently, the requester will receive a notification for rejection when it is rejected. Page 9 of 15

10 4. Once authorised, a second approval is required and a notification will be sent to the respective second approver. This notification is labelled Approve Employee Request 5. Again, once linked to the Employee Request screen, click on the button Close/Approve (to approve) or Reopen/Reject (to reject). Then enter in an approve/reject comment in the field Description. Subsequently, the requester will receive a notification for rejection when it is rejected. 6. In the event that there is a 3 rd level of notification, once the 2 nd approver selects Close/Approve, the 3 rd level approver will receive a notification called Transfer Employee Request Page 10 of 15

11 To act on the notification, the 3 rd level approver will need to Reopen and (re)approve the employee request. This is done by pressing the Reject button and then the Approve button. 5. GRSU Payments (GRSU internal request only) The My Employee Requests menu item (found in the menu Employee Requests ) displays a list of all expenses and their current status for that particular employee. 1. Log in to the AVRDC Maconomy portal with your assigned login credentials. 2. Once logged in, click on the menu item New General Journal GRSU in the menu item Employee Requests. Then click on the button labelled Create Payment 3. In the next screen, select General Ledger from the number series drop down Page 11 of 15

12 4. In location, enter in HQ 5. Then create a new line in the journal by clicking on the small shit page (see screen shot below) 6. Enter in the project details to debit (from initial employee request) 7. Enter in the respective GRSU project, task and FIN code to credit 8. Click on the check box labelled Submit and press <enter> on the keyboard Page 12 of 15

13 9. To view a list of pending (incomplete or unapproved) payments, click on the menu item labelled Pending GRSU Payments in the menu labelled Employee Requests 6. My Employee Requests The My Employee Requests menu item (found in the menu Employee Requests ) displays a list of all expenses and their current status for that particular employee. 1. Log in to the AVRDC Maconomy portal with your assigned login credentials. 2. Once logged in, click on the menu Employee Requests and menu item My Employee Requests. The report will display a list of employee requests that you are creator of OR requester of. 7. General Journal HR Payment (used by Eva for HR Reimbursement) The New General Journal menu item (found in the menu Employee Requests ) allows you to create HR reimbursements. Page 13 of 15

14 1. Log in to the AVRDC Maconomy portal with your assigned login credentials. 2. Once logged in, click on the menu Employee Requests and menu item New General Journal. Then click on the button Create General Journal 3. In the Journal screen select General Ledger in the drop down Number Series. Also enter in HQ in the field labelled Location 4. Create the debit entry against the respective project, task and FIN Code by creating a new line and entering the details in columns Project Number, Task, FIN Code. Page 14 of 15

15 5. Create the credit entry against the respective employee vendor and employee personnel account. 6. Once completed, click on the check box labelled Post to submit it to Finance for approval. 7. To view a listing of all your pending General Journals, click on the menu item My Pending General Journals Page 15 of 15