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Authorize Advances or Additional Payments - A summary of the activity

Through this activity, you can authorize or reject the advances or additional payments details defined in the “Request for Advances or Additional Payments” activity.

You can enter the payment details in the “Recurring Pay Element Value” screen.

Getting familiar with the pages inside

Go to page…	To carry out task…
Authorize Advances or Additional Payments	Authorizing Advances or Additional Payments

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Prerequisites

“Request for Advances or Additional Payments” activity must have been completed

What you can do in this activity

Authorizing Advances or Additional Payments

Ø Select the “Authorize Advances or Additional Payments” link from the left pane.

The “Authorize Advances or Additional Payments” page appears.

The system displays the following

Date Format

The date format that is applicable to the login user.

Tell me more.

Ø Enter the following in the header.

Employment Unit	From the drop-down list box, select the employment unit of the employee for whom you must retrieve the advances or additional payment details for authorization.
Employee Code	To retrieve the records of all employees whose employee codes contain specific characters, type in the character(s) in any combination with wild cards. Example, ECC1, will search for those employee codes that start with ECC1. Other examples are ECC1 and EC*C1.
Employee Name	To retrieve the records of all employees whose employee names contain specific characters, type in the character(s) of these employee names in any combination with wild cards. Example, Rob, will search for those employee names that start with Rob. Other examples are Rob and Rb.
Advance Type	From the drop-down list box, select the advance type for which you require to retrieve the advances or additional payment details for authorization.
Date From	The date from which you must retrieve the advances or additional payment details of employees for authorization.
Date To	The date until which you must retrieve the advances or additional payment details of employees for authorization.
Status	From the drop-down list box, select the status as “Pending for Authorization” to retrieve the records for authorization.

Ø Select the “Search” pushbutton.

The system displays the following in the multiline based on the search criterion.

Employee Code	The employee code of the employee for whom you must authorize or reject the advances or additional payment details. Help available
Employee Name	The name of the employee for whom you must authorize or reject the advances or additional payment details.
Advance Type	The type of advance. Example, Air Ticket Booking, Transport etc;
Position Title	The position title held by the employee.
Department Description	The department to which the employee belongs.
Job Title	The job title held by the employee.
Grade Description	The description of the grade to which the employee is mapped.
Reporting To	The employee code of the supervisor of the employee.
Status	The system displays the Status as “Pending for Authorization”.

Ø Enter/Edit the following in the multiline.

Reason	The reason for claiming advances or additional payments.
From Date	The date from which the advances for the claim or the additional payments is applicable. Example, if the advance type selected is “Air ticket booking” and the employee books the air ticket for a specific period, you must enter the start date as the “From Date”.
To Date	The date until which the advances for the claim or the additional payments is applicable. Example, if the advance type selected is “Air ticket booking” and the employee books the air ticket for a specific period, you must enter the end date as “To Date”.
Amount/ Unit Availed	The amount claimed as advances against the reimbursement claim or the number of units availed by the employee as overtime.
Authorizer Comments	Any comments entered by the authorizer to authorize or reject the advances or additional payments.

To authorize the advances or additional payments

Ø Select the checkbox against the employee record(s) that must be authorized.

Ø Select the “Authorize” pushbutton to authorize the request for advances and payment details.

The system updates the Status to “Authorized” in the multiline.

To reject the advances or additional payments

Ø Select the checkbox against the employee record(s) that must be rejected.

Ø Select the “Reject” pushbutton to reject the request for advances and payment details.

The system updates the Status to “Rejected” in the multiline.

To proceed

Ø Select the “Recurring Pay Element Value” link to enter the payments.

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Page Objective

Use this page to authorize or reject the request for advances or additional payments for multiple employees.