Click here to go to the Departmental Approval Access form.

Purpose:

Access form that designates departmental approvers of financial transactions such as Requisitions, Invoices / Payment Requests, Travel System (General and Foreign), Journal Entries, and Budget Transfers.

Types of Approval Access:

Requisition (PAW): This access will allow access to approve Requisitions online in the Paw Procurement System

Invoice/Payment Request (PAW): This access will allow access to approve Invoices or Payment Requests online in the Paw Procurement System

Journal Entry (PS): This access will allow access to approve Journal Entries online in PeopleSoft

Budget Transfer (PS): This access will allow access to approve Budget Journals online in PeopleSoft

Authorized Approvers (Concur Travel): This role ensures that travel requests and expenses comply with the UMBC travel policy. Their primary focus is on the legitimacy of the travel, adherence to policy guidelines (e.g., class of service, excessive cost), and the overall necessity of the trip. Authorized Approvers approve the traveler’s actions and ensure the trip aligns with departmental objectives and university rules.

Cost Object Approvers (Concur Travel: This role is responsible for approving expenses against a specific chartstring. The approver is on the level of a Department ID for the chartstring. Their focus is on the financial aspect: ensuring that the funds are available, the expense is appropriate for the designated chartstring, and that the expenditure aligns with the budget for that specific project or department. Cost Object Approvers approve the financial allocation of the expense. There can be only one Cost Object Approver per department. The current approver list for all approvers can be found here https://rexanalytics.umbc.edu/#/views/SAPConcurApproversRT3244171/SAPConcurApprovers?

Grant Approver (Concur Travel): CARAT division only. This role handles Cost Object approvals for all 1253 and 1114 charges for CAHSS

If you need to update approvers for the old travel system while in the transition period to Concur, please submit a RT ticket with the routing below https://financialservices.umbc.edu/9-2upgrade/

How to fill out this form:

To request access, please go here to fill out a new form. Search for a department, and verify that an approver is pre-selected in the Form Approver field and the Shared Services Approver field (if applicable). If it is grayed out with no name, select a name from the dropdown menu to the right. Click next to be led into the form.

Once in the form, put in the appropriate information of the approvers you are requesting access for or to have access removed from. Enter their name, campus ID, select add or remove, and click the checkboxes of the access being changed.

At the bottom where the authorization area is, sign your name next to the requester area. At the top click finish.

The form will be moved to the form approval for review and approval, and then a Shared Services approver (if applicable) before it will be sent to the PS Finance Admins and Paw Procurement Admins for review and approval. They will approve once the access has been changed.

Help:

If a department is not listed, or if the name of the person you wish to approve this form is not showing and you would like to have them added, please fill out an RT ticket to the Financial Services and Accounting group to have one added. Please note that a form approver needs to be a Dean, Assistant Dean, Chair, AVP, or VP to be able to be listed as a form approver.

If you would like to know the status of your submitted forms or if you have any questions about this process, please feel free to reach out to us via RT as well.