Out of Office and Rerouting Approvals

Summary

Approvals in IC Finance and HR Cloud can be routed automatically by an approver to another employee, either for a specific approval type, or for all approvals during an out-of-office period. Follow the instructions in this article to set up your approvals to be routed to another employee.

 

Audience

This article is intended for all faculty and staff.

 

Platform

IC Finance and HR Cloud

 

Contents

• Setting Out of Office in IC Cloud
• Approving on Behalf of an Out of Office Employee
• Routing a Specific Approval Type to Another Employee
• Editing or Deleting Out of Office or Rerouting of Approvals

 

 

Setting Out of Office in IC Cloud

 

To designate an out of office time period and delegate all of your finance and HR approvals during this period to a selected employee:

 

1. Click the House icon or Ithaca College logo at the top of the screen to go to the IC Finance Cloud home page. Click the (Notifications) icon, then click Show All. Make sure to go to the home page before clicking the notification bell. Clicking Show All will not work from the initial landing page when first logging into Cloud.

2. On the next page, click the Worklist button. In the top right corner of the window that appears, click your username, then click Preferences.

3. On the left side of the window under Rules, click Vacation Period.

4. Click the Enable vacation period checkbox, then select a Start Date and End Date for your time out of the office in the corresponding fields. Be sure to specify a time of day for both.

5. Click the radio button for Delegate to. Click the icon next to the Delegate to field to search for an employee. Type part of the First Name, Last Name, Email, or employee ID for the employee to whom you would like to reassign approvals, then click the Search button. Click on a line to select an employee, then click the OK button.

6. Click the Save button in the top right corner of the window. Your approvals will be routed to the selected employee during the dates and times you have specified.

 

 

Approving on Behalf of an Out of Office Employee

In the event that an employee is out of office and unable to process their approvals, a supervisor can process approvals on behalf of a direct report. This can be accomplished via My Staff Tasks using the steps below.

 

To approve as a supervisor on behalf of a direct report:

 

1. On the IC Finance Cloud home page, click Tools and then click Worklist.

2. Click the My Tasks dropdown on the left side of the screen and then click My Staff Tasks.

3. In the Title column, click the link for the transaction you would like to process.

4. In the top right corner of the window that appears, click one of the following to process the transaction:

• Approve to send the transaction to the next approver, or to complete the transaction if you are the final approver.
• Reject to cancel the transaction. To re-initiate the process, the submitter will need to create a new transaction.
• Actions -> Reassign to send the transaction to another employee for approval.
• Actions -> Request Information to send the transaction back with a comment requesting additional information.

 

 

Routing a Specific Approval Type to Another Employee

 

To delegate a type of approvals to another employee:

 

1. Click the House icon or Ithaca College logo at the top of the screen to go to the IC Finance Cloud home page. Click the (Notifications) icon, then click Show All. Make sure to go to the home page before clicking the notification bell. Clicking Show All will not work from the initial landing page when first logging into Cloud.

2. On the next page, click the Worklist button. In the top right corner of the window that appears, click your username, then click Preferences.

3. On the left side of the window under Rules, click My Rules.

4. Click the icon to the right of Rules to add a new rule.

5. In the Name field, type a name for the rule for your reference (e.g. "Delegate Spend Authorization Approvals to John Doe")

6. If you would like the rule to be temporary, click the Execute rule only between these dates checkbox, then select a Start Date and End Date in the corresponding fields, specifying a time of day for both. If you would like the rule to stay in effect indefinitely until you make changes to it, leave the Execute rule only between these dates checkbox unchecked.

7. Click the icon to the right of Task Type to choose what type of approval to delegate. Scroll through the list or use the search function to find the task type you would like to delegate. Click on a line to choose a task type, then click the OK button.

8. Under Action, click the radio button for Delegate to. Click the icon next to the Delegate to field to search for an employee. Type part of the First Name, Last Name, Email, or employee ID for the employee to whom you would like to delegate approvals, then click the Search button. Click on a line to select an employee, then click the OK button.

9. Click the Save button in the top right corner of the window. The rule you have created will take effect immediately, unless you have entered a specific date range. Repeat Steps 4 through 10 if you would like to create additional rules for other dates, delegates, or task types.

 

Editing or Deleting Out of Office or Rerouting of Approvals

 

To edit or delete a rule you have created using the above instructions:

 

1. Click the House icon or Ithaca College logo at the top of the screen to go to the IC Finance Cloud home page. Click the (Notifications) icon, then click Show All. Make sure to go to the home page before clicking the notification bell. Clicking Show All will not work from the initial landing page when first logging into Cloud.

2. On the next page, click the Worklist button. In the top right corner of the window that appears, click your username, then click Preferences.

3. On the left side of the window under Rules, click My Rules.

4. Click on the rule you would like to edit or delete.

5. To delete the rule, click the icon, then click Yes to confirm.

6. To edit the rule, make any desired changes to the fields on the right side of the window, then click the Save button in the top right corner of the window to save your changes.