Purpose
Purpose: The EHE Finance pre- approval form is used to obtain and document all approvals collected outside of Workday that will have financial impact to the College. The form also captures the intent and business purpose for the HR transaction. This assists approvers in Workday as they are able to review the form and ensure the entry is compliant. The form ensures consistency with HR Workday transactions and aides in payroll reconciliation for the college.
Process
- An HR need is identified by manager/PI for an employee/position in EHE, including temp or regular staff on college, gift or project funds.
- Manager/PI or Manager Liaison (ML) initiates the EHE HR Finance pre approval form. If a ML initiates, routes form to Manager or PI for review and approval.
- HR Consultant (HRC) reviews request.
- HRC reviews for HR compliance, ensure intent is documented accurately.
- HRC will determine if Deans approval is needed for the request. HRC will initiate Dean’s approval process, using the Urgent Action template request. CAO will review all appointments including additional pay requests with the Dean for approval. CAO will follow up with HRC if additional information is needed.
- HRC will coordinate and monitor Workday entry. HRC will ensure the signed approval form is attached to transactions entered in workday.
- Finance Officer (FO) reviews request.
- Reviews justification identifies who should check budget and if Unit leader is required to approve.
- Reviews Budget appropriateness and validate work tags
- College funds- FO will route form to EHE Director Budget and Planning
- Grant funds- FO will route form to EHE Director of Research
- Department funds- FO review against department/program budgets
- Reviews work tags, update work tags on pre-approval form
- Unit Leader reviews justification and approves.
- EHE Adim Support Liaison receives a copy of the final approved requests and maintains College files for each approved request.
- Reviews appropriateness of request prior to system entry. Ensures system entry is timely, correct and complete. Also ensures costing allocation is completed timely and correctly. References form during payroll reconciliation process.
Summary of policy
- Policy 3.10, Salary Administration and Classification
- Policy 3.15, Rewards and Recognition
- Policy 3.35, Additional Compensation involving Work within the University
- Policy 4.20, Staff Employment
- Policy 4.25, Reemployment of Faculty and Staff
- Policy 6.10, Scheduling Work and Overtime Compensation
- Additional HR policies may be reviewed https://hr.osu.edu/policies-forms
Resources
