The Authorization steps are the different tabs that you will see in creating an Assignment Authorization. Each of the tab consist of fields that will support your authorization process. Refer to the sections below to learn more about the steps in an Authorization:

The Employee step provides all the information for the employee that the authorization is being submitted against. Many of the required fields (*) are values passed through from the initial authorization page. Additional information can be entered as desired. Once complete clicking the

button will save the information and move you onto the next step.

The Contact Information applies to all information associated with the employee. Phone numbers, addresses and email address will all be carried over to an assignment or relocation if one is created from the authorization. Mailing Address Summary displays the grid of addresses similar to Employee Contract Info screen at the assignment level. All Addresses will copy over when an Assignment is created from and authorization and vice versa.

The Relocation step provides some of the most valuable information in the authorization including, where, how long and a potential base salary for the employee potentially going on assignment. This helps in Cost Estimate and Assignment Package requests as well.

Pertinent fields on this page are:

By default, this field is hidden on the authorization. Use Data Dictionary Metadata Override (DDMO) or Authorization Profile Override to display it.

[Scheduled End Date] – [Start Date] + 1

*To determine the Start Date, use the first field that contains a value: Start Date, Effective Date, Departure Date.

If the calculation returns a negative value, it will be shown in red.

This field cannot be configured to be read/write or required.

By default, this field is hidden on the authorization. Use Data Dictionary Metadata Override (DDMO) or Authorization Profile Override to display it.

By default, these fields are hidden on the authorization. Use Data Dictionary Metadata Override (DDMO) or Authorization Profile Override to display them.

The Family step provides information for who should also be considered when being sent on relocation. From a spouse to one or more children, this information is helpful in the decision making process.

Select the No Spouse/Domestic Partner or Unknown check box to specify that no spouse information is available for the Authorization.

WARNING: This check box only clears standard fields that are visible on the page. It does not clear custom fields or passport fields, so use this check box with caution if data already exists for the partner. Information that is not cleared will copy to the resulting Assignment, and must be deleted from the Assignment.

When the Authorization is created for an existing employee, its Spouse/Domestic Partner and Children & Dependents are copied from the employee’s most recently-created active assignment. This eliminates the need to re-enter family information (including documents) on another assignment if it has not changed.

The user creating the Authorization need not have security rights to the most recently created active assignment in order to copy its information.

Spouse/Domestic Partner and Children & Dependent data that is copied when the Authorization is created:

Assignment-specific standard fields, such as Children & Dependent Included in COLA, Schooling, and Source fields are not copied.

A warning displays when this assignment data is copied, and users are advised to review the information provided on the Family tab: Warning informing the user that family information has been copied. This warning displays for the user's session, and for all tabs up to and including the Family tab.

When data is copied, the Created By and Last Updated By users for each record is identified as “CopiedFromAssignment". This can be used to create notifications and reminders to other users if they are to review the information and can be found in the Family Tab

If any Spouse/Domestic Partner information was copied from the most recently-created active assignment, a prompt displays, asking the user if the Spouse/Domestic Partner that was copied is the correct one for the Authorization

Other important details:

The policy step allows for a pre-determined policy to be assigned to a potential relocation through the authorization. Note that authorization process does not support making the Policy field a Read Only field.

When an assignment/relocation is created from the authorization, the selected policy will carry over and give rights and services to the assignment based on what is in the policy.

The Services step is generally populated from the Policy step. Services are set at the policy level when the policy is created to be ‘In Policy’ or ‘Available’. Once a policy has been selected, the services will become authorized and set when the assignment is created. This allows for the modules and information available on a particular assignment/relocation to be used without being denied access

Note - Services will only become authorized and set in an assignment on create/update when the Authorization status is equal to Finalized.

This step changes dramatically if the selected Policy if of type Core Flex. Refer to the Core Flex Policy User Manual for more information.

The Cost Estimate step is used to send Cost Estimate requests for the Authorization and view any past requests. Click the

to add a new request.

The Cost Estimate Questions sections displays the cost estimate custom prompt set that is configured in the Authorization Template’s Requests step. The Requested Cost Estimates section allows users to add multiple Cost Estimates allotted.

Beneath the Cost Estimate Type, populate the mandatory Effective Date field by selecting a value from the drop down list. These are the values that can appear in the list:

Once the appropriate prompts have been completed, click the [Save and Request Estimate] button to start the request process.

Clicking

or

sends an email to all resources configured to receive internal notifications about the Authorization. Note: If the Do Not Send Request Emails option is selected, then no request or cancel emails will be sent.

The Requested Cost Estimates selected will create an Authorization Cost Estimate Request on the Cost Estimates page. This option is configured on the Authorization template using the Number Cost Estimates Available field. For more information on this see the Expat4Cast User Manual.

After the Cost Estimate is created, a document can be manually attached or automatically using the Authorization step within the Cost Estimate. See the Expat4Cast User Manual for more information on the Cost Estimate Authorization step.

Clicking

will create/update the assignment, provided the “Create/Update an Assignment when a Cost Estimate is requested for an Authorization” system preference (AUTHCERECA) is turned on (by default it is turned off). Creating an assignment can consume a license and using this preference will allow any user rights to do so. The [Create/Update Relocation] button can also be used to create the assignment if it has not already been created.

Creating the assignment will copy all information – including custom fields -- from the Authorization to the assignment except:

Like Cost Estimates, the Assignment Packages step allows for users to send requests through the Authorization and view any past requests.

Choose a Request Type from the dropdown field, which is the assignment package template that is added at the Authorization Template level on the Requests step (see Requests step for more information about configuring).

Beneath the Request Type, populate the mandatory Effective Date field by selecting a value from the drop down list. These are the values that can appear in the list:

Then, respond to any prompts that are required or desired. Optionally add Notes before clicking the [Submit Request] button to request the package.

Submitting the request creates the assignment. This will copy all information – including custom fields -- from the Authorization to the assignment except:

If the assignment already exists, it is updated with this information. The

button also functions this way.

Similar to the way Assignment Packages work in the rest of the Equus Platform, users will be prompted for cost estimate values that can’t be defaulted in from the authorization or newly created assignment. They might also be prompted for a tax license if the Cost Estimates being requested include tax items. These are all based on how items are configured on a cost estimate template and may not always occur (See Assignment Packages User Manual for more info)

Based on the Automated Processing (See Authorization Template – Requests step) option that is configured on the Authorization Template, the requestor will receive the documents back on the authorization automatically or will receive them once an internal user creates the assignment package manually and delivers it back to the authorization.

Each request can be expanded to view all the details associated with that request including prompted answers (if applicable), documents and notes. Users can cancel the request up until the time they select the checkbox for Select for Approval, which will then copy the documents over to the Approval step that can be used for routing to approvers

The Relocation Summary section of the approval step displays basic information about the Authorization to reference during the approval process. Similar information is displayed on the approval routing page.

The Approvals section is used to manage the approval workflow. If the current Authorization template is configured to use an Authorization Approval Ruleset, this list will automatically populate with approver information relevant to the current relocation and employee.

New approvers can be added by clicking the “New” button and selecting a resource or manually inputting the approver’s information. If the “Approvers must be authorized with SSO/Login” is enabled in the System Preference, an email address associated with the Equus Platform user is recommended. A warning message will be displayed if this condition is not met. Once there is an approver for each approval required and the Authorization is ready for approval, the “Begin Routing” button can be clicked.

Note: The Authorization Approvals grid supports the ability to add custom fields.

When authorization approver emails are sent, a link is included in the email for the approver to click on and provide their response. The Approval Link Window (APRLNKWNDW) system preference sets the limit in days that the link will work. If the approver has not given a response and the link has passed its window, internal users will see the email has expired and they can click on the

button to resend a new email to the approver. Also, if the “Approvers must be authorized with SSO/Login” is enabled in the System Preference the approver must be a known user of the Equus Platform to open the said link, otherwise, access to this window will be restricted.

The links in Authorization Approval emails will also expire and therefore not allow approvers access to the Equus Platform when the Authorization record is in the following statues:

Once all approvals have been received, the final approval steps can be performed.

These are the security page sections that can be edited for the user's access on the Authorization’s Approval step:

Figure 4: <Authorization Approvals - Routing> security section.

Once the authorization has been approved, creating or updating the Assignment can then be done.

All of the latest information from the Authorization is copied over to the Assignment record. This includes data that was excluded from any previous actions of creating the assignment during the Cost Estimate or Assignment Package development.

The Relocation Coordinator is required to be specified when the Assignment is to be created.

Please note that Equus Platform will create Note/communications for entries in any of the following fields:

If the assignment already exists, it is updated with this information.

If the template is NOT configured to complete after Final Approval, a [Create/Update Assignment] button will display. Click

to copy the authorization’s information to the Employee and Assignment records and update the authorization to the <Authorization Complete> status.

If the template is configured to complete after Final Approval, the authorization will immediately update to the <Authorization Complete> status after the

button is clicked, provided the Employee and Assignment records already exist. If the Employee and Assignment records do not exist, the

button will display regardless of the template’s configuration, and must be clicked in order to start working with the assignment. .

See the “Authorization Template - Approvals tab” section in the Authorization Templates user manual for more information about the different completion processes.

Use this step to cancel the authorization. This will update the Authorization’s Status to <Cancelled>.

Custom steps can be configured to be added into an authorization template. A custom step will prompt the user for additional information depending on what custom prompt set is connected to the authorization template being used. To configure this additional step, you can add them by following the steps detailed here.
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