Standard Workflow for PCS Reports and Ad-Hoc Routing

Below is the standard workflow for the Payroll Certification (PCS) e-document.

Payroll Certification (PCS) Standard Workflow

The standard workflow for the PCS Report is  typically two step. Initiation is restricted to the fund's Department Payroll Certification Administrator (DPCA). The PI certifies the PCS eDoc and it becomes final.

  • DPCA
    Department analyst initiates the PCS Report
  • Principal Investigator
    certifies (approves) the PCS Report
Payroll Certification (PCS) Exceptional Approval Workflow

In rare situations involving Cost Notes 1 and 2 (OP retro increases or with sponsor approval of salary exceptions), the Central Payroll Certification Administrator (CPCA) grants exceptional approval.

  • DPCA
    Department analyst initiates the PCS Report
  • CPCA
    grants exceptional approval if allowable
  • DPCA
    approves the eDoc before it is routed to PI
  • Principal Investigator
    certifies (approves) the PCS Report
Ad-Hoc Routing to Another Department

If you would like to have a secondary organization review payroll expenses, or if your PI wants a Co-PI to certify the KFS-PCS report, you will need to ad-hoc route the KFS-PCS document to the other department for their review and approval. Ad Hoc routing the KFS-PCS has the same attributes/work flow as with any KFS document. Below are some tips for Ad Hoc Routing a KFS-PCS document:

  • Primary Org DPCA: You can sort the Employee Information Tab by Org Code to make it easier to read. Add the secondary org DPCA as an Ad-Hoc Recipient for approval prior to submitting the e-document in KFS. Send the secondary DPCA an email about the ad-hoc routing of the PCS report.
  • Secondary Org DPCA: After the secondary DPCA reviews the eDoc, they should add their Co-PI as an Ad-Hoc Recipient prior to clicking approve.
  • Secondary Org Co-PI: The Co-PI will not be able to click the Certified checkbox. It is only clickable for the primary PI of the award at the PI Workflow Node. All ad-hoc reviewers should use the approve button at the bottom of the eDoc.
  • Primary Org PI: After the Co-PI ad-hoc approves the eDoc, it will automatically route to the primary org PI as the last step of the standard workflow. They should then check the Certified box and approve the document.