CMiC Field - Expense Authorization

Expense Authorization; standard Treeview path: CMiC Field > Budget & Cost Management > Expense Authorization

After a project and budget have been entered and saved, an expense authorization form can be filled out. In general, this form will allow selection of a list of work breakdown structure (WBS) codes and expense authorization amounts which will then be routed through Workflow for approval. When the approval takes place, the expense authorization amount will be updated at the project level. If an attempt is made to spend and/or commit above this amount at the project level, then further action is halted and an alert is sent to a pre-determined individual. Notes and attachments can also be added to an expense authorization form.

Completing an Expense Authorization Request

Expense Authorization; standard Treeview path: CMiC Field > Budget & Cost Management > Expense Authorization – Header tab

From the Expense Authorization Log, click the [Add Expense Authorization] button to create a new expense authorization form.

Header – Tab

Most of the data defaults from the project and the associated job. The Description field is retrieved from the Project Scope/Description on the Project Maintenance screen.

Date

Enter/select the creation date of expense authorization form.

Authorization No.

Enter an expense authorization code. This field is auto-numbered within the project with the option of changing it.

EA Type

Select an expense authorization type from the drop-down list.

Funding Type – Radio Buttons

Select whether the funding type is internal or external.

Comments

Enter any additional comments about the expense authorization form here.

Review Approval

This section displays fields for Action, Role, Contact Name, Date (for date and time approved), User, and Notes. These fields are updated from the Workflow approval process. There could be multiple entries if more than one approver is required.

Key Players

This section lists all defined key players for the project with their phone numbers.

Attachments – Tab

This is one of many Attachments tabs throughout CMiC Field. Please refer to CMiC Field - Notes, Attachments, and Documents for further details.

Budget and Cost Summary – Tab

Expense Authorization; standard Treeview path: CMiC Field > Budget & Cost Management > Expense Authorization – Budget & Cost Summary tab

Enter request amounts in the Detail section and include any additional notes. When finished, press the [Save] button.

Cost Category

This is the phase/category.

Current Approved Budget

This is the current budget amount.

Amount this Request

This is the expense authorization request amount and is manually entered.

Approved Commitment

This refers to the combination of posted contracts (subcontracts), posted PCIs, and purchase orders.

Pending Commitments

This refers to un-posted contracts, all pre-pending, pending and un-posted approved PCIs.

Estimate at Completion

This is the projected cost.

Actual Cost

This refers to what has been spent to date.

Submitting an Expense Authorization Request

Once the details have been completed and saved in the form, return to the Header tab and click the [Workflow] button to submit the form for approval through the Workflow process.

Once the expense authorization request has been sent to Workflow for approval, the status is updated from “Pending” to “Submitted”. Any attachments will be submitted and will be part of the workflow notification.

After the approval/rejection, the Expense Authorization record reflects the approval in the Status field of the Review/Approval section in the Header tab.