FAMIS determines the approver of a cost center (account) following these steps. Once an “Active” employee is found, we assign their UIN as the “approver” and stop processing:
- First non-substitute signer of the department/sub-department’s EBR routing form (if that form exists on Screen 921).
- If signer is not active employee , go to step 4
- First non-substitute signer of the department/sub-department’s E** routing form (if that form exists on Screen 921).
- If signer is not active person, go to step 4
- First non-substitute signer of the department/sub-department’s * (default) routing form (if that form exists on Screen 921).
- If signer is not active employee, go to step 4
- Responsible person for the cost center (gets first non-blank from SA or then SL)
- If responsible person is not active employee, go to step 5
- Department head of the cost center (get first dept./sub-dept. dept. head, else tries dept./blank sub-dept. dept. head)
- If signer is not active employee, an error is written to an FBDU166 error report and no approver is used
Additionally, if an account is flagged as an SRS account (or Member is 15 and the account’s subdepartment is either RES1, RES2, or RES3), FAMIS sends an SRS approver. This UIN comes from the first of:
- Account’s responsible accountant (If non-blank at the SA, Screen 52, and if blank, then from SL, Screen 8)
- If not an active employee or blank, a default SRS UIN provided by each Member is used.
- If no default UIN is provided, the account appears on an FBDU166 error report.
Once FAMIS sends the cost center and SRS info to Workday, it is not sent again until a change is made in FAMIS (change of account name, department, sub-department, signer, account expiration date, account deletion, accounting analysis, SRS flag, or SRS approver). For example, FAMIS does not know that a person it sent previously has left employment.
There are other known issues that FAMIS plans to address that were caused by a discrepancy in the data initially loaded into Workday as part of the initial Workday conversion and the data that was valid in FAMIS at the time of conversion. These discrepancies have caused FAMIS updates to not be accepted by Workday and have erroneously allowed invalid accounts to be active cost centers that are being in Workday payroll. FAMIS hopes to find time to synchronize FAMIS and Workday costs centers, and once this synchronization effort can be programmed, the questions should be reduced.