Overview
To approve requisitions or non-PO vouchers, you must first complete the steps outlined below, including obtaining the appropriate approval roles in Tivoli and being assigned on the Signature Authorization Form in PeopleSoft.
Process at a Glance
- Request approver role(s) in Tivoli via a Trusted Requestor
- Wait for role approval confirmation
- Complete Signature Authorization Form
- Manager approves form
- Purchasing HelpDesk provisions and confirms access
Part 1 - Requesting Core Approver Roles in Tivoli
To request core approver roles in Tivoli, a Trusted Requestor (TR) must submit the request on your behalf. Please note that you cannot submit approver roles for yourself, even if you are designated as a Trusted Requestor.
Identify a Trusted Requestor within your department and ask them to submit the applicable approver roles listed below on your behalf.
| Role Name (Resource) | Role Code | Scope |
|---|
| FMS ePro Approver 1 | KDC_PV_APR1 | Req’s up to $1,000 + Non-PO |
| FMS ePro Approver 3 | KDC_PV_APR3 | Req’s $1,001 – $10,000 + Non-PO |
| FMS ePro Approver 5 | KDC_PV_APR5 | Req’s $10,001 – $25,000 + Non-PO |
| FMS ePro Approver 7 | KDC_PV_APR7 | Req’s $25,001 – $100,000 + Non-PO |
| FMS Project Approver | KDC_PROJECT_APPR | Project Req’s (any amount) |
Important: Your TR must receive confirmation that the role was approved before proceeding to the next steps.
Part 2 - Complete the Signature Authorization Form
Once your approver role has been provisioned in Tivoli, you must complete the Signature Authorization Form to define your specific approval access. This includes assigning the applicable departments or projects and, where required, setting the appropriate dollar thresholds. Upon completion, the web form will route to your immediate supervisor for approval.
UTMB manages two categories of financial approval, which must be specified in the form.
Approval Categories
Department Approvals (Monetary Thresholds)
Department approvals are assigned based on predefined dollar limits:
- Dept Manager: $0 – $1,000
- Dept Manager: $1,001 – $10,000
- Executive Director / AVP: $10,001 – $25,000
- Vice President: $25,001 – $100,000
- Unlimited: Specially approved employees only (VP of Finance, CFO, etc.)
Project Approvals (No Dollar Limit)
- Assigned by project, rather than by dollar threshold
- Approval authority applies only to the specific project(s) listed on the form
Required Information
When completing the form, be prepared to provide:
- Your User ID (as it appears in PeopleSoft)
- The applicable Department(s) or Project(s)
- The corresponding dollar thresholds (for Department Approvers)
After Submission - What to Expect
Once you submit the Signature Authorization Form, the following steps will occur:
1. Immediate Confirmation
- You will see an on‑screen confirmation message indicating “Submission Successful.”
- You will also receive a confirmation email from Webforms@utmb.edu acknowledging receipt of your request.
2. Approver Workflow
- The designated approver will receive an email from Webforms@utmb.edu containing a link to review the form.
- The approver will sign in using their UTMB credentials, review the submission, and select Sign this section → Approve & Forward (or Deny, if applicable).
3. Notifications to the Requester
You will receive multiple notifications as your request progresses:
- An email from Webforms@utmb.edu once the form has been approved.
- An email from ishelp@utmb.edu confirming that a Service Request has been created.
- A final email from ishelp@utmb.edu once the Service Request is fulfilled, which will include any applicable next‑step details.
4. Checking Status
- For manager approval of the webform, you may revisit the Webforms portal to review the status.
- For provisioning activity, refer to the Service Request status using the link provided in your confirmation email.