Approving/Rejecting a Request as a Final Approver

The last person in the approval hierarchy is known as the final approver. The final approver must validate and change (if necessary) the format of the employee request data as part of the final approval process. This is an important step to ensure that the data is saved to LINQ ERP in the proper format. The employee data currently in LINQ ERP displays at the top of the Finalize Request page to help with this task.

The final approval process is the same for all request types except time entry and leave requests. Click these links for more information about approving time entry and leave requests.

About the Review Request Page

The Review Request page has three areas:

The Employee Information area displays the employee's name, work location, office phone number, and work e-mail address.
The Request Information area displays the request details submitted by the employee. For a demographic request, the changes to the employee's demographic information display in Red.
The Request Attachments gridA grid is a table that may display in the Center Pane. The grid will list records that apply to the selected link. that lists documents attached to the request by the employee or another approver. You can review these attached documents and, if applicable, edit the document name or remove it from the request. You can also add additional attachments.
The Approval Process grid at the bottom of the page lists each step in the approval process that has occurred for this request.

Click here to see an example of the Benefit Request page. The other Request Type Request pages have a similar look.

Request Attachments Grid

The following columns display in the Request Attachments grid.

Locations	Jobs
Document Name	This column displays the name of each document attached to the request. Click the Document Name link to view the document or download the document to your computer.
File Name	This column displays document's file name.
Comments	This column displays comments entered about this attachment.
Edit	Click the Edit button to change the document name. Click here to display the Editing an Attachment procedure for more information.
Delete	Click the Delete button to delete the attachment from the grid. Click here to display the Removing an Attachment procedure for more information.

Approval Process Grid Field Definitions

The following fields display in the Approval Process grid.

Field	Definition
Date Processed	This column displays the date that each reviewer approved the employee's request. This column is blank if the request status is Pending.
Approver	This column displays the name of each person that reviewed the request. The current approver displays at the top of the list.
Status	This column displays the outcome of the review.
Comments	This column displays comments entered by each approver.

About the Finalize Request Page

You must validate and change (if necessary) the format of the employee request data as part of the final approval process. This page displays the information from the request that will be uploaded to LINQ ERP. An asterisk (*) marks each field and the original value displays to the right of the asterisk. Use the Format Drop-down list to indicate the format of the data to be uploaded to LINQ ERP:

No Format to upload the field value as displayed
Proper Case to change a text field value Mixed Case characters
Upper Case to change a text field value to UPPERCASE characters
Lower Case to change a text field value to lower case characters

The appropriate tables are updated in LINQ ERP when a request with final approval status is saved.

Click here to see an example of the Finalize Request page.

Approving a Request as the Final Approver using the Standard Process

Follow these steps to approve a request for any request type except a leave request. This is the standard final approval method.

Click the Approval Queue link in the Navigation Menu. The Approval Queue displays the Pending My Approval grid.
Optionally, use the Filter icon to search for the requests to be approved.
Click the Request Date link that corresponds to the request to be reviewed. The [Request Type] Request - Summary page appears. Note: When a dependent request or emergency contact request is selected, the message "Relationship Type [Relationship type Value] no longer exists. Please select a valid relationship before submitting the request." displays if the current Relationship Type assigned to the dependent record or emergency contact record is not valid or is inactive. Click the button to close the message. Follow your standard procedure when information is missing or incorrect in an employee's request

Review the employee's request.

Note: Changes are identified by Red text for a demographic request.

When approving an emergency contact change request, the Comment field will display only if employees are granted permission to modify emergency contact comments in LINQ ERP.

If applicable, in the Request Attachments grid, you can attach one or more supporting documents to the request (refer to the Adding an Attachment help topic); change the name of the attached document (refer to the Editing an Attachment procedure help topic); and remove an attached document from the request (refer to the Removing an Attachment help topic).
Review the employee's request.
Optionally, in the Comment box, type a comment related to the approval. You can enter a maximum of 2,000 alphanumeric characters.
Click the button to finalize the request. The Finalize [Request Type] Request - Edit page displays the request data currently in LINQ ERP. Data updated by the employee is marked with an asterisk (*) to make the finalization process easier. Required fields are identified with a yellow background.
When approving a benefit or deduction request, the employee's current dependents display at the top of the page if the Require Dependents option is turned on for a deduction or benefit group associated with the request. In addition, the employee's current and future benefits display at the top of the page when the Tax Preference option is turned on for the benefit or deduction group associated with the request. Use this information for reference purposes.
- Make any necessary changes to the request data. Fields with a yellow background are required entries.For an emergency contact change request, the Comments field will display only if employees are granted permission to modify emergency contact comments in LINQ ERP.
- For a direct deposit change request, the final approver must change the Prenote field from N to Y if the employee submitted a request for a new direct deposit record or changed bank information (account number, bank, etc.) on an existing direct deposit record. The Direct Deposit Print field displays only if the SHOW_DIRECT_DEPOSIT_OPTIONS profile key is set to Y in LINQ ERP and the Direct Deposit Print Option is selected by the administrator.
If applicable, click the Format Drop-down List button to change the format of a text field to UPPERCASE characters, lowercase characters or Proper Case characters.
In the Approval Comments box, type any comments about the approved request. The employee can view these comments in the [Request Type] Request page. You can enter a maximum of 2000 alphanumeric characters.
Click the button to finalize the request. The request status is updated to Approved-Finalized and the LINQ ERP tables are updated. If requested, the employee will receive an e-mail notification that the request received final approval.
- When a Federal tax change request with a W-4 Start Date on or after January 1, 2020 receives final approval, a W-4 record is created in LINQ ERP and the existing federal tax deduction record is end-dated automatically with a date one day prior to the W-4 Start Date. For example, if the W-4 record created in LINQ ERP has a start date of 01/01/2024, the existing federal tax deduction record is assigned an end date of 12/31/2023.
- If a future federal tax deduction record exists with a start date that is prior to the start date of the new W-4 record, the future federal tax deduction record is also end-dated with an end-date one day prior to the W-4 record. However, if that future federal tax deduction record has a start date greater than the new W-4 record, the new W-4 record is assigned an end-date one day prior to that future deduction. For example, if the existing future record has a start date of 3/1/2024 and a new request is submitted with a 2/1/20240 start date, a new deduction record would be created for 2/1/2024 - 2/29/2024 and the existing future deduction would remain unchanged.
You can view the approved request in the Past Requests grid of the Approval Queue.

Rejecting a Request

Follow these steps to reject a request.

Click the Approval Queue link in the Navigation Menu. The Approval Queue displays the Pending My Approval grid.
Optionally, use the Filter icon to search for the requests to be rejected.
Click the Request Date link that corresponds to the request to be reviewed. The [Request Type] Request - Edit page appears.

Review the Filter results.

Notes: For a demographic request, the changes are identified by Red text.

For an emergency contact change request, the Comment field will display only if employees are granted permission to modify emergency contact comments in LINQ ERP.

Optionally, in the Comment box, type a comment explaining why this request was rejected. You can enter a maximum of 2,000 alphanumeric characters.
Click the button to reject the request. If requested, the employee will receive an e-mail notification that the request was rejected.
You can view the rejected request in the Past Requests grid of the Approval Queue.