Setting up spend approval limits in tasks

Spend approval limits help ensure that only managers with the appropriate authority can approve work requests. If no manager meets the required spend approval limit, the system automatically rejects the request. This configuration enforces compliance, supports audit requirements, and aligns approvals with organizational hierarchies.

Before you begin

  • You must have administrator access to Professional.

  • Create the approval rejection reason, you will need it when setting up spend approval limits in the Approve Smartform Task:

    1. Go to Settings  Business Events  Create Business Event Reason.

    2. Enter the rejection reason in the Name field.

    3. In the Event Reason Type dropdown, select Work Request Rejected.

Steps

  1. In the left navigation pane, select Settings  Processes.

  2. Locate the process to update.

  3. If you are setting spend approval limits for a work request, the system determines the cost of the request by totaling the Estimated Budget for all child job postings. To configure this calculation:

    1. Add a new Page Flow element or select an existing one, then select Open Page Flow.

    2. Select the Manage Posting element.

    3. In the UI section, add the jobRequestBudgetCalculation element.

    4. Add all required and optional dependencies, such as:

      • Number of Workers

      • Work Schedule

      • Maximum Bill Rate/Frequency

      • Start and End Date

      • Optional: Holiday Schedule

      • Optional: Estimated Additional Costs

        The estimated budget will display on the approval request sent to the approving manager.

    5. Select Apply Changes.

    6. Use the back arrow in the upper-left corner to exit the Page Flow element.

  4. Select an existing Approve Smartform Task or add a new one.

  5. In the Spend Approval section, turn on the Enforce spend approval limits toggle.

  6. Select the reason for rejection. This value is used for auditing and reporting.

How spend approval works

When spend approval is enabled, the system checks the approval limits of the manager specified in the task configuration. If that manager’s limit is insufficient, the system continues up the supervisory hierarchy until it finds a qualified manager. The approval request is then assigned to that manager.

If no manager with a sufficient spend approval limit can be found, the system automatically rejects the request:

  • The Approve Work Request task is auto-completed, and the value of the work request and child job postings is updated according to the task configuration (typically set to Rejected).

  • The task history shows Auto-completed with a comment indicating that no approver with a sufficient spend approval limit was found.

  • A Work Request Rejected event is created, with the event reason set to the value configured in the task.

  • The information tooltip beside the Rejected status pill on the work request displays the business event reason.

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