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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 Alio in the proper format. The employee data currently in Alio 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.
Approving/Rejecting Time Entry Requests as the Final Approver
Approving / Rejecting Leave Requests Using the Leave Request Calendar
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 grid 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.
The following columns display in the Request Attachments grid.
Column |
Definition |
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
|
Delete |
Click the Delete
button |
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. |
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 Alio. 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 Alio:
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 Alio when a request with final approval status is saved.
Click here to see an example of the Finalize Request page.
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 button 
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.
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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 |
Review the employee's request.
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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 Alio. |
If applicable, in the Request Attachments grid:
Attach one or more supporting documents to this request. Refer to the Adding an Attachment procedure for further information.
Change the name of the attached document. Refer to the Editing an Attachment procedure for more information.
Remove an attached document from the request. Refer to the Removing an Attachment procedure for more information.
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 Alio. Data updated by the employee is marked with an
asterisk (*) to make the finalization process easier. Required fields
are identified with a yellow background.
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When approving a benefit or deduction request, if the:
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Make any necessary changes to the request data. Fields with a yellow background are required entries.
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For an emergency contact change request, the Comments field will display only if employees are granted permission to modify emergency contact comments in Alio. 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_DLINQ EPOSIT_OPTIONS profile key is set to Y in Alio 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 Alio 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 Alio 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 Alio has a start date of 01/01/2020, the existing federal tax deduction record is assigned an end date of 12/31/2019.
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 3/1/2020 and a new request is submitted with a 2/1/2020 start date, a new deduction record would be created for 2/1/2020 - 2/29/2020 and the existing future deduction would remain unchanged.
You can view the approved request in the Past Requests grid of the Approval Queue.
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 button 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 employee's request.
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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 Alio. |
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.
to change the document
name. Click here to display the 
to delete the attachment from the grid.
Click here to display the 
button
to close the message. Follow your standard procedure when information
is missing or incorrect in an employee's request.