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Frequently Asked Questions by Approvers

1

Q:

How do I know a requisition is awaiting my approval?

 

A:

Go to Worklist or Approve Requisition under eProcurement. Both will take you to the Requisition Approval page. No email is sent to notify that you have a requisition to approve.

2

Q:

Can a Default Approver (DA) edit a requisition?

 

A:

Yes. DA can edit chartfields only. Once you approve the requisition, it leaves the Worklist.

3

Q:

What is the primary difference between a Default Approver and an Ad Hoc Approver?

 

A:

Default Approvers are pre-assigned to a specific Requester.  A Default Approver reviews and/or edits the chartfields. An Ad Hoc Approver reviews according to department business approval process and is added as needed.

4

Q:

When should I add an Ad Hoc Approver in Sequential order?

 

A:

When an Ad Hoc Approver should approve after other Approvers have approved. Example: MSO (Ad Hoc Approver approves for high dollar amount after RSA (Default Approver) approves for funding.

5

Q:

When should I add an Approver in Parallel order?

 

A:

When an Ad Hoc Approver should approve before Default Approver. Example: Lab Manager (Ad Hoc Approver) approves for scientific reasons before RSA (Default Approver) approves for funding.

6

Q:

What if I forget to add an Ad Hoc Approver before approving the requisition?

 

A:

Email the Ad Hoc Approver for approval.  Scan the approval email and attach it to the requisition.

7

Q:

When assigning an Ad Hoc Approver or Reviewer, there are two blue (+) signs. Which one should I use?

 

A:

  • The (+) sign next to the DA box is for Sequential order and this specifies a sequence for approvals and reviews.
  • The (+) sign in the top left corner of the approval box is for Parrallel order and this allows approvals and reviews to occur concurrently.

Tip: All Approvers must approve a requisition before a PO is dispatched to the vendor.

8

Q:

When should an Ad Hoc Approver use the Pushback Requisition function?

 

A:

If Ad Hoc Approver does not want to deny the requisition but wants to send it back to prior Approver to clarify details.

9

Q:

Is comment required when a Pushback occurs?

 

A:

Yes.

10

Q:

What does a Default Approver verify on the requisition?

 

A:

Verify the following:

  • Purchase meets department’s needs
  • Chartfields are correct
  • Purchase is an allowable expense of the funding source
  • Funds are available
  • HIPAA flag is marked appropriately

11

Q:

Who approves requisitions in my Worklist when I am out of the office?

 

A:

Before scheduled absence, assign a backup approver by going to “My Profile” page in PeopleSoft to designate an alternate Default Approver.  You must approve all pending requisitions as only new requisitions will be routed to the alternate approver.