Adding Ad Hoc Approvers

How to Request the HR/Payroll Approver‐Ad Hoc Role

In order to receive HR forms, pay changes, or cost redistributions you must have either the HR/Payroll Approver or HR/Payroll Approver‐Ad Hoc role. To request the HR/Payroll Approver‐Ad Hoc role follow the steps below:

    Complete the EBS Access Request Memorandum (ARM) for HR Payroll Approver “Ad hoc” located in the EBS ARM Index.

    If you have any questions about how to fill out these forms, please talk to your Departmental Security Contact or contact MSU IT Service Desk at (517) 432-6200.

Please note: you will only need to request the “HR/Payroll Approver‐Ad hoc” role if not currently in your department’s workflow table and/or wish to be taken out of your department’s workflow table because you only wish to receive work items via ad hoc occasionally. For those with the HR/Payroll Approver role that would like to be taken out of your department’s workflow table, complete the HR Payroll Approver ARM to Delete User Access.

To add an Ad Hoc Approver to an HR Form Workflow

Ad hoc approvers are an optional addition at the Summary step of the HR Form. The ability to ad hoc means you have the option to send work items to an additional approver in the workflow process. Ad Hoc workflow routing should not be a replacement for updating your department’s workflow table.

If an individual is added as an Ad Hoc Approver, that approver must approve or reject the work item before it can follow the workflow path. If an Ad Hoc Approver rejects the work item, it will be routed back to the initiator. An Ad Hoc Approver cannot add another Ad Hoc Approver.

The following HR forms will not have the ad hoc approver function available:

  • Faculty and Academic Staff Leave of Absence
  • Faculty and Academic Staff Change of Position/Additional Assignment
  • Graduate Assistant Change of Status
  • Support Staff Change of Status
  • Support Staff Leave of Absence
  • Support Staff Position Change (Reclassify)

As an Initiator on the HR Forms:

  • You will have the ability to add up to two Ad Hoc Approvers at the Summary Form step of the HR Form.
  • Search for and select an Ad Hoc Approver. If you know the NetID of the individual, you can also type this into the text field.

Ad Hoc Approvers

 Click the “Add Ad Hoc Approver” button to add the approver.

To delete an Ad Hoc Approver, click the check box next to the approver you would like to remove prior to submitting the form into workflow.

Delete adhoc approver

As a Department/Fund Level Approver on the HR Forms:

You will have the ability to add up to two Ad Hoc Approvers after opening the form to approve/reject.

Search for and select an Ad Hoc If you know the NetID of the individual, you can also type this into the text field.

Insert

To delete an Ad Hoc Approver, click the check box next to the approver you would like to remove prior to submitting the form into workflow.

To add an Ad Hoc Approver to a Pay Change/Cost Redistribution Workflow

Ad hoc approvers are an optional addition on the Pay Change and Cost Redistribution form. The ability to ad hoc means you have the option to send work items to an additional approver in the workflow process. Ad Hoc workflow routing should not be a replacement for updating your department’s workflow table.

If an individual is added as an Ad Hoc Approver, that approver must approve or reject the work item before it can follow the workflow path. If an Ad Hoc Approver rejects the work item, it will be routed back to the initiator. An Ad Hoc Approver cannot add another Ad Hoc Approver.

As an Initiator on the Pay Change/Cost Redistribution:

Click on the Add Ad Hoc button in the form.

New pay and Distribution

Search for and select an Ad Hoc Approver. If you know the NetID of the individual, you can also type this into the text field. You will have the ability to add up to two Ad Hoc Approvers.

Click the Add Ad Hoc Approver button to add the approver.

 Add Ad Hoc Approvers

Click the Submit button to continue.

Add Ad Hoc Submit button

To delete an Ad Hoc Approver, click the check box next to the approver you would like to remove prior to submitting the form into workflow.

As a Department/Fund Level Approver on the Pay Change/Cost Redistribution:

Click on the “Add Ad Hoc Approvers” Button near the top right of the form.

Approve Pay and Distibution

Search for and select an Ad Hoc Approver. If you know the NetID of the individual, you can also type this into the text field. You will have the ability to add up to two Adhoc Approvers.

Click the “Add Ad Hoc Approver” button to add the approver.

Add adhoc approver button

Click the Submit button to continue.

Adhoc approver Submit button

To delete an Ad Hoc Approver, click the check box next to the approver you would like to remove prior to submitting the form into workflow. 

Still have questions? Contact MSU Human Resources at 517‐353‐4434

 

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