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FAQs

Process and Status of Requests FAQs

I don’t understand some fields I need to complete within AP Workflow.  Where can I get help?

Contact AP Customer Service at CDV.APCS@nyu.edu, or call 212-998-2990.  Also, visit www.nyu.edu/apworkflow for online help and tutorials.

How do I know when my request is approved or not?

You will receive an e-mail informing you when your Approver has approved or rejected your request. You can also track the progress of the request by clicking "track it" from the e-mail notification or from the Worklist.

How do I know who the Approver is for my “path”?

When you click on the Preview button in the system, the name of your designated Approver will appear at the top right-hand corner of the page. You cannot change this detail; Approvers are identified and designated for specific chartfields within the system by the Approval Path Administrator. Your request is automatically routed to the Approver assigned to your unit.

How do I know when my request has been received in AP?

Upon approval, you will receive an e-mail notification informing you that your request was approved and submitted to AP.

How do I know when my request has been processed?

  1. If you are enrolled in the AP Direct Deposit Program, you will receive an email from AP (AP_ACH_PAYMENTS) informing you that your money has been transmitted to your bank account.
  2. If you are not on the AP Direct Deposit Program, you will receive a check in the mail. The status of your payment can be checked at any time by running the "Payment Status Report" in Brio.

 

What do I do if my request has been rejected by our Approver?

When a request has been rejected, you will receive an e-mail notification from New York University Workflow. If the approver has written a note explaining why he/she chose to reject the request, it will appear in the e-mail. To correct and resubmit the request, you must first make changes to it in AP Workflow and then resubmit it from your Worklist. For step-by-step instructions on resubmitting a request, see the FAQ section titled "How to Resubmit a Request" in the online tutorial FIN 003: All About AP Workflow.

How do I resubmit my request?

To resubmit the request, you must first make changes to it in AP Workflow and then resubmit it from your Worklist. For step-by-step instructions on resubmitting a request, see the FAQ section titled "How to Resubmit a Request" in the online tutorial FIN 003: All About AP Workflow.

I made an error in my submitted request. How do I cancel or retrieve the transaction?

The transaction must be rejected by your Approver then corrected. To resubmit the request, you must first make changes to it in AP Workflow and then resubmit it from your Worklist. For step-by-step instructions on resubmitting a request, see the FAQ section titled "How to Resubmit a Request" in the online tutorial FIN 003: All About AP Workflow.

If it is already submitted to AP, contact AP to have the request placed on hold:

  • Payment not processed: AP will hold for correction
  • Payment processed: AP will stop payment on the check
  • Payment processed via ACH: the employee must reimburse the University

Note: Do not submit multiple requests for the same expense. Rejected requests can be corrected and resubmitted.

I am an Approver and will be out of the office without access to the Internet, how can I make sure that requests are approved while I am away?

An Approver may delegate authority for responding to notifications or transfer ownership of notifications generated by AP Workflow by setting up out-of-office routing. The out-of-office routing feature is a part of NYU Workflow and rules can be created for AP Workflow as well as any other Workflow application. To create delivery rules using out-of-office routing, click the home button in the Workflow menu.

For additional instructions on setting up the out-of-office routing rules, click on the question mark in the Workflow main menu. The Workflow help page includes a section titled "Out-of-Office Routing" that details all of the options available to users when configuring these rules.