Approve and Release an Appropriation​

​Approve an Appropriation Document

Users who have been designated Approvers can approve appropriation documents. Users who have been designated with Release authority can then release the documents. (If you are both a Release user and an Approver, you must approve the document, and then release it.)

  • For agencies 100, 101, 102, 104 and 110, the Budgetary application was modified to route appropriate batches from the Agency to SCO for approval and release without going through DFM Release. When appropriation transactions are entered and approved/released, e-mails notification of the related batch will be automatically generated to SCO. The batch will route to SCO for approval and processing into STARS.

1. On the Status screen, click Select next to the Appropriation document. (If you do not have appropriate permissions to approve a document, a message will be displayed stating so.)

  • On the Status screen, all group names will be available to search for, even if a group does not apply to that particular type of document. So, for example, you may search for an Allocation by a group name and not find any documents, because that group name applies only to Appropriation documents.

Figure 1 - Status screen

Approval screen with several documents shown
 

2. To display the title in the distribution grid, check a check box next to any fiscal code Title (e.g., BU Title).

Figure 2 - Fiscal Code Titles

Approval screen with Budget Unit Title check box and Budget Unit Title column highlighted 

3. If necessary, click View History to display the names of people who have distribution/approval history with the document.

Figure 3 - View History

Approval screen with View History button highlighted and History pop up screen shown 

4. When satisfied, click Approve.

  • If the document needs to be corrected, click Undo Approval, select the status to return the document to (e.g., Awaiting Distribution), and then click Save.

Figure 4 - Undo Approval

Approval screen with Undo Approval pop up screen shown 

Release an Appropriation Document

The appropriation documents can be released by users who have been designated with Release authority. (The screens are similar to the Approval steps – see above.)

1. On the Status screen, click Select next to the Appropriation document. (If you do not have appropriate permissions to release a document, a message will be displayed stating so.)

  • On the Status screen, all group names will be available to search for, even if a group does not apply to that particular type of document. So, for example, you may search for an Allocation by a group name and not find any documents, because that group name applies only to Appropriation documents.

2. To display the title in the distribution grid, check a check box next to a fiscal code Title, (e.g. BU Title).

3. If necessary, click View History to display the names of people who have distribution/approval history with the document.

4. When satisfied, click Release. When the document is released to DFM or SCO, it will be assigned a batch number. If the document is returned by DFM or SCO, the batch number will be deleted.

  • If the document needs to be corrected, click Undo Approval, select the status to return the document to (e.g., Awaiting Distribution), and then click Save.