Routing and Roles

There is an expectation that all users involved in this transaction be familiar with the various UC policies governing the particular payments they are processing. Although the system and this support site attempts to guide the user in certain areas, it is the Initiator and Approver's responsibility to ensure the transaction complies with policy. Any additional school or department policies should be followed per your local Financial Management.

If the Payee is an employee, the Payee must have a TEM Profile and the Initiator must be an Arranger for the payee. See the TEM Profile guide.

The basic workflow for the Entertainment Reimbursement (ENT) e-document is listed below. For information about central office workflow steps, see the table below.

  1. Initiator
    Any active faculty or staff can initiate, but must be an arranger for the Payee.
  2. Payee (Traveler)
    Approves and certifies the eDoc.
  3. Fiscal Officer
    Approves the eDoc.
  4. Scanning Hold
    Waits for supporting docs to be scanned.
  5. Accounting Reviewer
    Approves or receives an FYI for the eDoc. This step is optional.

Workflow Nodes for the ENT

Workflow Nodes
 Description
Initiator The Initiator is the employee who creates the ENT document. When a UCI employee is being reimbursed, the initiator must be an arranger for the Traveler. Initiators must have an active TEM Profile to create an ENT.
Official Host An Official host is a university employee or individual who is the university’s representative at an official business meeting, entertainment event, or other activity. The individual arranging an event (e.g., making hotel arrangements, ordering food, etc.) is not the host unless he or she is physically present at the event and acting in a capacity as the official host.

The ENT eDoc does not route to the host electronically. The host must sign the TEM Host Certification form, which is located in the reports tab.

For more information on when an official host is required, please see Policy Bus-79 Appendix B.

Travel and Event Policies
Payee (Traveler) The “Traveler” is the person being reimbursed. If the “Traveler” is an employee, the ENT will route to them electronically. If the “Traveler” is not an employee, the initiator will print the Non-Employee Form and have the “Traveler” sign it. The Non-Employee Form should be attached with the supporting documentation.
Fiscal Officer The Fiscal Officer is responsible for approving day-to-day activity on an account. Fiscal Officer approval is required for the ENT.
System User (Kuali Financial System Us, Kuali Financial System US) This appears in the route log to let approvers know that the supporting documentation has not been attached to the KFS electronic document. The document will not move forward until supporting documentation has been attached.
Accounting Reviewer The optional Accounting Reviewer role creates an additional workflow step on an e-document after the Fiscal Officer.
Second Department Approver Two Separate Department Approvers must approve every ENT. A second department approver must be added if the Fiscal Officer is the initiator and the only department approver on the eDoc. The Fiscal Officer can use the Ad Hoc Recipients tab to send an Approval request to the second department approver.
Travel Manager The Travel Manager is a group of Accounts Payable staff members. The Travel Manager is the last approval for the ENT.