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Northwestern University

Expense Approval Roles & Responsibilities

Preparing for Expense Report Approval Workflow Changes in NUFinancials

The Expense Supervisor Approver is a new approver for Expense transactions. There are many users in the Expense workflow with various roles and responsibilities that are part of the system of controls to enable the proper execution of each transaction. Each individual within the workflow process provides the responsibility, knowledge, and information to ensure that travel expenditures are authorized, accurate, auditable, and allocable to the correct source of funding.

The Expenses Supervisor (and backup supervisors) in myHR will need to be configured on the myHR “Reports To” pages for employees in the following paygroups:

  • MON (monthly staff)
  • MOF (monthly faculty)
  • BIR (biweekly staff)
  • MGW (graduate students)
  • NMF (Northwestern Medicine)

Your myHR Administrator will need to make the changes for your school/unit.

The following examples of the roles and minimum responsibilities expected of the traveler and approvers are provided as guidance for the identification, configuration, and maintenance of the appropriate approvers in the workflow process.


Project Approval (An optional approval that may be assigned to PIs and managers of Project accounts)

Levels 1, 2, and 3 Approvals

Supervisor Approval (The department chair or faculty supervisor approves expenditures for faculty, the immediate supervisor approves for staff or students)

ASRSP Approval (required when charging to sponsored accounts)

Accounts Payable Approval

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