City and County of San Francisco
How to Approve a Union Tuition Expense Authorization
Version 2.0
Contents
TOPIC 1: APPROVING THROUGH SF EMPLOYEE PORTAL – MANAGER LINK. 4
PURPOSE AND DESCRIPTION
Purpose
This job aid covers the steps to Approve a Union Tuition Expense Authorization. In this procedure, you will learn how to Approve Union Tuition Expense Authorizations.
Description
Employee creates a Union Tuition Expense Authorization for upcoming classes or other union reimbursable expenses. They then submit it for approval. If they are part of MEA Union, the expense authorization will route directly to the MEA Union Approver. If they are part of Local 21, the expense authorization will route first to their immediate supervisor. Once the supervisor approves, the expense authorization will route to the Local 21 Union Approver.
TOPIC 1: APPROVING THROUGH SF EMPLOYEE PORTAL – MANAGER LINK
Procedure Steps
Scenario: Approve a Union Tuition Expense Authorization entered by a Local 21 or MEA Union employee.
Step |
Action |
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After logging in to the Employee Portal, click the Manager Links tab. Select the Approve Transactions link. |
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| 2 |
Note: When approving through the SF Employee Portal, all screens are narrow, and you must use the scroll bar to navigate. The first screen you will see will be as below:
Navigate to the right until you can view the Transaction ID fields. Click the Transaction ID.
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3 |
There are several actions an approver can take on the Expense Authorization Summary page. To view header attachments, click on the Attachments link. To view Line level information, click the on the line item under Expense Type. (Line level attachments are also visible on this page if you scroll right).
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4 |
At the Line level, Approvers can view Attachments and more Expense description. To view chartfields, click Update Accounting Detail. |
5 |
Review the chartfields as necessary. Click OK. |
7 |
Repeat Steps 3 and 4 as necessary by using the Previous Expense and Next Expense buttons to review each Expense Line. When complete, click Return to Expense Authorization. |
8 |
It is possible to approve some lines of a transaction and deny or send back other from the Expense Authorization Summary page. To deny or send back individual lines, uncheck the box under Approve in the Expense line row. A box will appear for the denial or send back reason; select the appropriate reason. |
| 9 |
There are various actions to take when finalizing the Expense Authorization. |
10 |
Approve – Click to Approve the Expense Authorization which changes the status to Approved. The system will automatically update the current date and approver’s user ID. |
11 |
Send Back – Click to return the Expense Authorization to the employee for correction or revision. This action changes the status to Pending. If you send the Expense Authorization back to the employee, you must also provide an explanation in the Comments field. The employee can resubmit after edits are complete. |
| 13 | Hold – Click to place the Expense Authorization on hold and change the status to Hold by Approver. Holding an Expense Authorization claims the transaction for the approver. If a pool of approvers exists (MEA Union), each of whom can approve the transaction, placing the transaction on Hold means that only the holding approver can act on the transaction and the transaction is removed from the other pooled approver’s queues. |
| 14 | Deny – Click to deny the entire Expense Authorization and change the status to Denied. If you deny the request, you must also provide an explanation in the Comments field. The system does not route denied transactions to the subsequent approvers and the Employee cannot Resubmit it. |
15 |
Once all information is verified as correct, Click the Approve button. The pop-up below will appear. For a final submission, click the OK button. |
| 16 |
You have successfully approved an Expense Authorization.
End of Procedure. |