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CREATE TAB
To create any type of authority, users must access the Create tab. Under the Create tab, three submenus are available for users to select depending on the type of authority they wish to create. The submenus are Requisition/Travel, Acting, and Contractual. When clicking on the Create tab, the application defaults to the Requisition/Travel submenu.
Create Requisition and/or Travel Authorities
To create requisition and/or travel authorities, access the Requisition/Travel submenu. The user will then see the Requisition/Travel search screen. This screen allows the user to search for the employee for whom they wish to add authority, as well as determine whether they want to create both requisition and travel authorities at once or, create them jindividually. Upon completion of the Requisition/Travel Search screen (after clicking "Continue"), the Authority Detail screen is populated based on the role of the employee for whom the authorities are being created.
Create Requisition/Travel Search Screen Example
Requisition/Travel Search Screen Fields and Buttons
| Fields and Buttons: |
Description: |
| Employee ID or Name |
Defaults blank. Free form text box to enter in the numeric employee ID or the name of the employee for whom you wish to create requisition or travel authority. The name can be entered by first, last or partial name. Field is not case-sensitive. |
| Find an Employee |
Search is completed based on active employee IDs or names entered in the Employee ID or Name field. If multiple matches are found during a search, a drop down box is displayed so that users may select the appropriate employee from the list. |
| Create Authority Type Radio Selections |
Allows users to select their choice for creating Requisition or Travel authorities. Options allow users to create authorities together or individually based on their needs. The field defaults to create 'Both Requisition and Travel Authorities.' |
| Continue |
Clicking the Continue button prompts the application to identify the role of the employee entered in the Employee ID and Name field. The application then takes the user to the appropriate create authority detail screen which is populated based on the role of the employee. The create authority detail screen only displays the fields pertinent to the role of the employee. |
Requisition/Travel Create Detail Screen Examples:
The following screen example shows the Create Detail screen for the Employee Role for both Requisition and Travel authority.
The following screen example shows the Create Detail screen for the President Role for both Requsition and Travel authority.
Create Requisition and Travel Details Screen Fields and Buttons:
| Fields and Buttons |
Description: |
Employee ID/Name |
Read only text that displays name and ID of active employee identified by the create requisition/travel search. |
Requisition AND Travel Authority Account Key |
Gives users the ability to set up an employee with authority on:
- an individual 6-digit key. Example: 313160
- a range of keys. Example: 313130-313160
- a Wild Card basis. Example: 14* or 144*. Wild Card authority must be a minimum of 2 digits
- overlapping divisional authorities. Example: 140000-240000. However, these setups are routed to employees' divisional Signatue Authority Administrator for further review and action.
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Show More Lines |
Clicking this button makes the application redisplay the Details screen with more lines under the Requisition Authority and Travel Authority Account Key areas. |
Division/Program Drop Down Box |
Gives users the ability to set up employees with authority on all divisional keys as defined in the Bi-Tech chart of accounts. Users are able to choose the division for which they wish to grant authority on from a drop down list.
When an employee is set up with authority on all divisional keys this means that the employee has authority on all current and future keys that will be opened for the division. |
Entity Checkboxes |
Entity checkboxes only appear on specific roles within the application. For example: President, Vice President for Finance and Administration, NCAR Director, UOP Director, Associate Director of NCAR. This checkbox is available to users to allow them to set up authorities on all current and future keys in a particular entity. Entities are held in the Bi-Tech chart of accounts and the following entities are applicable to signature authority: NCAR, UCAR, UOP, UCARF, ALL. |
Date Ranges |
The From date defaults to current date and the To date defaults to 12/31/2050. Both dates are editable by the user. When creating an authority, the From date is not allowed to be changed to a historical date. Date format is MM-DD-YYYY. |
Amount |
Amount is pre-populated based on the role of the employee for whom you are adding an authority. If the role identified does not have an associated amount, then the field defaults blank and the user must enter the amount. |
Requisition Redelegation Radio |
Pre-populates ‘Yes’ or ‘No’ based on the role of the employee. This indicates whether or not an employee should be able to redelegate or grant their requisition authority to someone else. |
Restrictions |
Defaults blank. Allows users to enter free form text to note restrictions related to the Requisition authority. The box allows entry of up to 150 characters. |
Domestic Travel Authority Checkboxes |
Pre-populates and appears on the screen based on the role of the employee for whom the authority is being added. Values include Staff, Visitor and Own domestic travel. |
Domestic Redelegation |
Pre-populates‘Yes’ or ‘No’ based on the role of the employee. This indicates whether or not an employee should be able to redelegate or grant their Travel authority to someone else. |
International Travel Authority Checkboxes |
Pre-populates and appears on the screen based on the role of the employee for whom the authority is being added. Values include Staff, Visitor, and Own international travel. Very few employees have the authority to sign on international travel, per UCAR Policy. |
International Redelegation |
Pre-populates ‘Yes’ or ‘No’ based on the role of the employee. This indicates whether or not an employee should be able to redelegate or grant their international travel authority to someone else. Only the President has the authority to redelegate international travel per UCAR Policy. |
Back |
Takes user back to Create Requisition/Travel Screen to start process over. |
Continue |
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Cancel |
Takes user to Requisition/Travel create search screen. |
Confirmation Screen
This screen displays all of the authorities requested to be created based on their status. It will display all authorities in the confirmation area that were activated upon the click of the submit button. The data in the confirmation area is read only. In addition, the authorities that need to be routed for approval will also appear on the screen. If all proposed authorities on the display appear on the Confirmation screen, then the user will have the opportunity to create a new authority.
Confirmation Screen Examples:
This screen shows the activated records on the Confirmation screen.
This screen shows records routed for activation on the Confirmation screen.
Requisition and Travel Confirmation Screen Fields and Buttons:
| Fields and Buttons: |
Description: |
| Edit/Details Column |
Displays edit icon. Users can click on the edit icon to be taken to the detail authority screen in order to modify the authority. |
| Employee ID/Name |
Displays in read only format the employee's ID and name for the particular authority. |
| Date Range |
Displays in read only format the effective date range of the authority. |
| Account |
Displays in read only format the accounts for which the authority is effective. |
| Amount |
Displays in read only format the amount of the authority, if applicable. |
| Redel |
Displays in read only format if the employee has the ability to redelegate the authority. |
| Domestic S, V, O |
Displays in read only format if the employee has the ability to sign staff, visitor or own domestic travel |
| International S, V, O |
Displays in read only if the employee has the ability to sign staff, visitor or own international travel. |
| Status |
Displays the status of the authority. Values include:
- Pending - authority is awaiting activation
- Active - authority is current and activated
- Expired - authority has ended and been expired
- Future - authority has been activated with a future date
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| Done |
Allows users to go back to initial create authority screen to create a new authority for another employee. This button only appears if all authorities are activated and do not need to be routed for further approval. |
To create a Requisition and Travel authority:
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Navigate to the Create tab.
- Navigate to the Requisition/Travel submenu.
- Enter the employee for whom you want to create Requisition and Travel authority.
- Click the Find an Employee button. Select the appropriate employee if more than one result is displayed.
- Make sure the 'Both Requisition & Travel Authorities' radio button is selected.
- Click Continue.
- On the authority detail screen, enter the Requisition and Travel authority criteria.
- Click the Continue button.
- Review the authority you asked to create. Click the Submit button.
- If you have the authority to activate the record, it will be activated upon click of the Submit button.
- If you do not have the authority to activate the record, you will need to click the Route for Approval button to forward it to your divisional Signature Authority Administrator for approval.
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Navigate to the Create tab.
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Navigate to the Requisition/Travel Submenu.
- Enter the employee for whom you want to create the Requisition authority.
- Click the Find an Employee button. Select appropriate employee if more than one result is displayed.
- Make sure the 'Requisition Authority Only' radio button is selected.
- Click Continue.
- On the authority detail screen, enter the Requisition authority criteria.
- Click the Continue button.
- Review the authority you asked to create. Click the Submit button.
- If you have the authority to activate the record, it will be activated upon click of the Submit button.
- If you do not have the authority to activate the record, you will need to click the Route for Approval button to forward it to your divisional Signature Authority Administrator for approval.
To create a Travel only authority:
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Navigate to the Create tab.
- Navigate to the Requisition/Travel Submenu.
- Enter the employee for whom you want to create the Travel authority.
- Click the Find an Employee button. Select appropriate employee if more than one result is displayed.
- Make sure the 'Travel Authority Only' radio button is selected.
- Click Continue.
- On the authority detail screen, enter the Travel authority criteria.
- Click the Continue button.
- Review the authority you asked to create. Click the Submit button.
- If you have the authority to activate the record, it will be activated upon click of the Submit button
- If you do not have the authority to activate the record, you will need to click the Route for Approval button to forward it to your divisional Signature Authority Administrator for approval.
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