This workflow outlines the steps for creating, reviewing, and approving PSC Pay Requests.  It includes roles such as Professional Services Consultant (PSC), Project Manager (PM), and Financial Manager (FM).  The workflow has various steps, color-coded to represent Automation, Initiation/Edit, Review, and Approval steps.

Steps in the Workflow:

Start (S) (Black – Automation)

• The process begins with the creation of a pay request.

Create Pay Request (Green – Initiation/Edit)

• The PSC creates a pay request and enters information into the system.
• The PSC submits the Pay Request to the PM for review.

Review (Blue – Review)

• This step involves one level of review:
  • Project Manager (PM)
• Once the review is complete, the Pay Request returns to editable mode.

Create Pay Request (Green – Initiation/Edit)

• The PSC can edit the Pay Request in this step.
• The PSC submits the Pay Request in the Approval Workflow.

Validate and Approve SOV (Orange - Approve)

• This step involves two levels of approval:
  • Project Manager (PM)
  • Financial Manager (FM)
• If revisions are required and the PM or FM rejects the Pay Request, it will be returned to the PSC for edits. After the PSC makes the edits, they will submit the Pay Request back into the Approval Workflow.
• If the PSC Pay Request is approved, it will move to the Finish step.

Finish (F) (Black – Automation)

• The process ends here.

1. To create a new PSC Pay Request, navigate to the appropriate project and go to the Expense Application. Locate the Project by:
   1. Using the Project Finder.
      1. Select Project Finder on the left side Navigation.
      2. Select the appropriate university partition
      3. Select the Project where the Contract was created.
   2. Using the Search functionality in the Project Finder.  
      
      1. Select Project Finder on the left side Navigation.
      2. Select the Magnifying Glass icon next to Recent Projects.
      3. Enter the Project Name or Project Number and select the Project.
2. Once in the project, go to the Expense Application by selecting Apps and then searching for Expenses using the Search Bar.
3. Select Expenses, then the Pay Requests tab.
4. Select New to open a new Pay Request.
5. After the pop-up window opens, select the Contract associated with the new Pay Request.
6. After selecting the PSC Agreement from the drop-down, select Next. A new form will open on the right side of the screen.
7. Populate the Details such as Period From, Period To, Notes, etc.
   1. For the first payment application, the Period From should not be dated before the contract execution date.
   2. If it is the Final Pay App, select Yes from the drop-down next to the question.
8. Most of the other information will be pulled from the Contract. The From Office field in the Parties section is automatically populated from the Contract and should not be edited by anyone other than the Financial Manager, as it is used to facilitate the automatic transfer of payment information to the University financial system.   
9. To add amounts against the Contract Lines, navigate to the Items grid.
10. To view the Pay Request Items in further detail, select the More Details icon on the Top Right of the Item Grid. This will provide a bigger view of the line items. The Pay Request line items are from the SOV Breakdown Application.
11. If you enter values in the % To Date column, it will automatically calculate the Work Completed this Period. You can also enter the completed work dollar amount, which will automatically calculate the % To Date.
12. Enter the value for the Materials Presently Stored, if applicable.
13. Select Done once details have been added to the Items grid.
14. Documents, such as backup for hourly work and reimbursables, can be attached to the record under the References section. The user can either:
    1. Upload a document saved on their computer.
    2. Add Kahua Doc to reference a document that is stored within Kahua’s File Manager application.
    3. Add Approval Doc which is used any time a record is being routed for Review or Signature.
15. Once all details have been filled out, select Save/Close, then select Submit for Review.
    NOTE: This will send the record to the Project Manager for Review.

The Review process begins when the Submit for Review Button has been selected. The Pay Request will be sent to the Project Manager for Review.

1. The Project Manager will receive an email in their inbox as well as a Task and Notification in Kahua. The Task can be accessed by selecting the Task icon located at the top right corner of Kahua.
2. Once the Task is opened, the Approval Document is available for review.
3. The Project Manager can review the Pencil Copy Approval Document and may also view the original record by selecting View Source Record. This will take them to the Pay Request record in the Pay Request App.
4. After the Project Manager reviews the source record in the app, navigate back to the task where they can enter comments, if any.
5. Select Review Complete. 
6. When the Project Manager selects the Review Complete button, the status will change to Reviewed, and the Author/Creator will receive an Email letting them know that the Pay Request has been reviewed.
7. The Author/Creator of the Pay Request can now send it for Approval by selecting Submit for Signature.
8. In case the values in the SOV Application have been changed and the PSC would like to include the new updates before they select Submit for Signature to send for approval, select Refresh from SOV to update the values, and then Resubmit for Review to the Project Manager. Follow the Pencil Copy Review steps for the new review. 

The Approval process begins when the Submit for Signature Button has been selected. The Pay Request will be sent to the Project Manager for initial approval.

1. The Project Manager will receive an email in their inbox as well as a Task and Notification in Kahua. The Task can be accessed by selecting the Task icon located at the top right corner of Kahua.
2. Once the Task is opened, the Approval Document is available for review.
3. The Project Manager can review the Approval Document and may also view the original record by selecting View Source Record at the top of the approval screen. This will take them to the Pay Request record in the Pay Request App.
4. After the Project Manager views the source record in the app, they will need to navigate back to the task when they are ready to Approve or Decline. 
5. When the Project Manager selects the Approve button,  the pay request will be sent to the Financial Manager for final approval.
6. The Financial Manager will receive an email and a task that the pay request is ready for their review. The task can be accessed by selecting the Task icon located in the top right corner of Kahua. 
7. Once in the Approval Document, the Financial Manager can see more details by selecting View Source Record at the top. 
8. In addition to what the Financial Manager reviews from a business standpoint concerning budget/funding/expenses, the Financial Manager should also review the fields noted below before the Pay Request is approved and sent to Banner. 
   1. In the Details section, check the Charge Code, Account Code, and Encumbrance Number fields.
      1. These all come from the Contract, so if any corrections are needed, they should be made at the Contract level and the Pay Request level. The CFOAPAL validation is a good indicator of whether a problem exists or not. If the Status is ‘Valid,’ that means at the time the Pay Request was created, everything lined up with Banner. 
   2. Check the Parties section.
      1. The From Company ID should have a Banner ID (starts with @).   
      2. The From Office field must have an entry that starts with ‘Banner’ and that code.  The Financial Manager should verify that the From Office field is set appropriately, as it can be changed by the PSC during the creation of the Pay Request. This entry should always start with 'Banner' so that the Pay Request integration with Banner functions properly. 
   3. Banner only allows one Pay Request to be in process at any given time. If a Financial Manager approves a pay request before the status of the previous pay request gets to 'Paid,' the integration will reject it because of the one pay request limit. 
9. When complete, the Financial Manager will return to the Approval Document in the Task List and select Approve or Decline. 
   1. If approved, the Author/Creator will receive an email that the Pay Request has been completely approved. 

Once the fields within the record have been completed and saved, the users can select from several actions:

• Send – Use messaging to send record details to others (NOT to be confused with a workflow)
• Edit – Update and maintain the record
• View – This action button displays the Portable View (document view)
• Delete – Select this action button to delete a record (typically permission-based, so all may not see this)
• History – All updates/changes are tracked

Send

• Do not confuse Send with using the workflow buttons in any application.
• Documents can be sent via a message within Kahua to either existing Kahua users or users outside of Kahua by entering their email address and selecting Enter.
• The documents are treated as attachments, and the message can be copied to the Communications application by checking the box.

Edit

• The record can be updated as needed during the process.
• If the document is out for Review or Signature, Edit will not be available.

View

• Records can be viewed as a Portable View in which a PDF version of the data is generated and can be printed out. Select the PDF Icon to generate a printable PDF version of the document.

History

• The History action button provides details regarding all activity (Creation, Updates, Saves, etc.) performed on the record.
• To see specific details related to the updates made, select the View Edit button.