eApproval
  1. SAPR Creation for e/Approval
    1. Project Information
    2. Add Pay Request
    3. Editing
    4. Other Costs
    5. Manage Attachments
    6. Post Pay Request
  2. e/Approval Login & Search
  3. Attachments
  4. Pre-Approve/Approve
  5. Return/Hold
  6. Documents
  7. Resources
  8. Receiving Payments through eApproval
    1. SAPR Tracking
    2. Payments Received
    3. History
  9. Revising a SAPR Put On Hold
  10. Revising a Returned SAPR
  11. Setting Up e/Approval Rights

 

SAPR Creation for e/Approval

Under Construction Data > State Aid Pay Requests, then click on Enter Project Information.

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1.Enter the SAP or SP number.  These numbers are defaulted in if data exists on Project Data Page.

2.Enter the Bridge Bonding Account number, if applicable.

3.Specify the name for the Other Contract Costs line on the SAPR form.

4.Save the Project Information that was just added.

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Click on Add State Aid Pay Request (Next step in process is highlighted).

1.Choose the Pay Request type (partial or final).

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2.Choose the necessary e/Approval process.  For SAPR’s that need electronic approvals, choose eApproval.  If you are beginning to use e/Approval on a project that has previously approved partial payments, choose Offline.  SAPR’s created Offline will not need to go through the electronic approval process.  (For example:  Project X has two partials that have been completed and the user wants to begin using e/Approval for Partial 3. The user must create the first two partials offline in order to have the backlog of information and to sync the number of payments).

3.Choose whether you would like to proceed to the Manage Pay Request screen in OneOffice or if you want to view the Pay Request Listings on e/Gram.

4.Click Add State Aid Pay Request.

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Editing

Each line of the SAPR is editable.  To modify, click on Edit next to the corresponding line, make any changes, then click on Close.

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1.Click on Save and Refresh Pay Request to save and view changes.

2.View the SAPR document by moving your mouse to the bottom of the page.

3.Add Other Costs by clicking on Add.

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Please note:  If you need to enter additional funding requested for Other Costs with the same Fund and Description from a previous SAPR, click on Edit Project Information at the top of the page, then click on Edit next to the appropriate fund/description.

 

Other Costs

1.Add “Other Costs” Fund type and Descriptions using the drop down list provided, and/or any combination of the text boxes to type in the Fund Type and Description.

2.Enter in the Additional Amount of dollars.  If you have not requested dollars from this particular fund type and description, the (Previous) Total will be 0.  If you have already requested funding for an “Other Cost” and would like to request more dollars with the same fund and description, any previous dollar amounts will show up in the (Previous) Total line and you will type in the additional amount requested.

3.Click on Save Other Cost.

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4.You will be redirected to the SAPR Project Informatin page.  You may add additional Other Costs or click on Back to Pay Request.

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5.You may now view the added Other Costs on the SAPR.  Click on Back to Pay Request Listings to continue to the next step.

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Manage Attachments

1.Click on Manage Attachments to send additional documentation with the SAPR, or click on Post Pay Request to begin the electronic approval process.

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To add Project Documents that were created in OneOffice:

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1.Click on the document name in green to view at bottom of the page.

2.Add any comments in the text box next to the document.

3.Click the Attach arrow to the right of the comment box.

4.This will build your attachment list.

5. You then have three options: attach external documents(see below), accept attachement list by clicking the Accept Attachments button at the bottom of the page, or click the Remove Attachments button to remove any attachments.

 

To add Externally created project documents:

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1.Add a description or comments in the text box next to the external document type.

2.Click the Attach arrow to the right of the comment box.

3.This will build your attachment list.

4.You then have three options: attach internal documents(see above), accept attachement list by clicking the Accept Attachments button at the bottom of the page, or click the Remove Attachments button to remove any attachments.

 

To attach externally created project documents:

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1.Browse for the file.

2.Click on Attach Files.

3.Your externally created document will be listed in the Attachments section.

2.Click on Refresh to update the status of the attachment.

3.Return to SAPR creation process in OneOffice by clicking on Return to Pay Request Listing, or Return to Manage Attachments.

 

Post Pay Request

You may now Post the Pay Request, or you may make any modifications/additions to the attachments (step 4) or to the pay request (step 3) before it is posted to e/Gram to begin the electronic approval process.

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1.If the County/City needs someone to pre-approve the SAPR and attached documents before the County/City engineer approves it, then uncheck the box.  If a pre-approval is needed, check the box.

2.Remove check mark in box if posting without comments, or  type in a message (optional).

3.Click on the SAPR or any of the attachments to view at bottom of page.

4.Click on Post Pay Request.

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After posting, you can access the the eGram site by clicking on View Posted Pay Request on eGram.

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e/Approval Login & Search

To approve or pre-approve at the County/City level, there are two ways to access the documents:

1.  Click on State Aid Pay Requests in the Construction section of OneOffice, then click on County/City eApproval(Step 7).     

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2.  Log into e/Gram, click on eGram Portal under the User tab, then click on the eApproval icon in the eGram Portal.

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To approve or pre-approve at the DSAE/SALT level, option two (listed above) is the only option available.

Then view the SAPR’s below that require your action and click on the SAPR that you would like to view/approve.You can redefine the search parameters by status, project; and under More Options, choose whether you would like to view unpublished SAPR’s (Unpublished SAPR’s are SAPR documents created in OneOffice by a County/City but not yet posted to eGram).

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Attachments

1.Click on the Attachments header to view available attachments.

2.Click to view specific attached project documents.

3.View the SAPR at the bottom of the page.

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Pre-Approve/Approve

Click on Actions to:

  • Approve the SAPR (or click on the signature line, as shown in screenshot below)
  • Pre-approve or remove pre-approval (if applicable)

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1.To approve a pay request, click on Approve this Document

2.Type in you password and PIN number, then click on Approve

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Return/Hold

Click on Actions to:

  • Place the SAPR on Hold  (Used when additional attachments are requested or when changes to attachments are requested.  This action does NOT remove any approvals).
  • Return the SAPR to the County/City and remove all approvals (Used when requesting changes to the SAPR.  This removes all previous approvals, and the approval process will start from the beginning)

If you choose to Return or Hold the SAPR and attachments:

  • Type in instructions or a message outlining the changes that need to be made or the reason for the Return or Hold.
  • Attach any supporting documentation to better explain the necessary changes
  • Check the document(s) that require editing and leave any comments
  • Click on Hold or Return

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Documents

Click on Documents to:

  • View the SAPR and attachments
  • Print the SAPR and attachments by selecting the document or by printing all
  • Download the SAPR and attachments by selecting the document or downloading all

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Resources

Click on Resources to:

  • View the Event Log, which tracks every action involving the SAPR and attachments
  • Return to the Approval Listing screen

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If the County/City has the Show projects on e/Gram box checked in OneOffice, Resources will also display the following three options:

  • View Project Documentation, including:  project information, messages, plan holders, project item list, ad for bid, addendums, etc…
  • View the Message Board
  • Add Private Notes which are only viewable by you

Note: Use the "Breadcrumbs" to direct you back to the Pay Request

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Receiving Payments through eApproval

SAPR Tracking

1.Track the progress of the SAPR in the numbered step and by viewing the SAPR approval/payment summary

2.Click on Enter Payments Received (Step 11)when the approval process is complete and you receive payment

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Payments Recieved

1.Set All Payments Received to “Pay at this Time” values, or enter Payments Received by line, by entering the dollar amount or by clicking on the arrow at left to set “payment received” to the “pay at this time value” for that line.

2.Type in the EFT# and the date received by line, or enter in the “Master” EFT# and Date and click on Set All to Master data.

3.If all payments for the SAPR have been received, check the box to mark as complete.

4.Click on Save Payments Received.

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History

1.You will be automatically directed to the Payment History by Pay Request screen.

2.Click on History by Fund to view payment history by SAPR fund type.

3.Click on Print History to view the payment history in an easy to print view.

4.Click on the green typing to view the SAPR.

5.Click on Back to Pay Request Listing to return to the main eApproval screen.  If you checked the box to confirm that all payments have been received, you will now be able to enter the next partial or final SAPR for your project.

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Revising a SAPR Put On Hold

A SAPR is put on Hold when there are additional documents that are requested, or when there needs to be changes made to the attached supporting documents.  All digital signatures will remain and the approval process will continue from the level at which it was held. Click on the highlighted Hold step to view the change request or the request for additional document.   Then click on Back to Pay Request Listing.

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Click on Manage Attachments.  Any attachments that are requested to be changed will be highlighted in red on the attachment list.  Reattach the new version of the document by clicking on the arrow to the right of the document. The document text will turn green when the new version is attached.

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To reattach an external document, type in the exact file name or description and click on the arrow to the right.  You will then be prompted to attach the external document through eGram.  (Please see attaching external documents under Manage Attachments for more information.) Click on Accept Attachment List.

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Click on Post Pay Request.  Type in an optional message, check the box if you wish to Pre-Approve now, then click on Post Pay Request. The user that placed the SAPR on Hold, will now be prompted to release it.

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Revising a Returned SAPR

A SAPR is returned when there are changed that need to be made. When a SAPR is returned, all digital signatures will be removed and the approval process must start over. Click on the highlighted Return step to view the changes that need to be made to the SAPR, then click on Back to Pay Request Listing.

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Click on Manage Pay Request to make the required changes to the SAPR, then click on Save and Refresh Pay Request to save the changes.

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Click on Manage Attachments (optional) if you need to attach additional documentation, otherwise click on Post Pay Request. Type in an optional message, check the box if you wish to Pre-Approve now, then click on Post Pay Request.

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Click on County/City e/Approval to start the approval process

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Setting Up e/Approval Rights

Go to Administration > e/Approval System Tables > e/Approval Users. Then click on the e/Approval Rights box next to the user you would like to setup rights for. Choose the users level of approval for the SAPR (County/City, District, SAF), and the type of rights:

  • Browsing (view-only, no approval rights, no PIN number)
  • Pre-Approval (allowed to only pre-approve the SAPR, no PIN number is necessary)
  • Approval (Approval rights for the SAPR, PIN number is required)

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To set up a PIN number for an e/Approval user, login to e/Gram, then under the User tab click on Administration. Click on Modify and set the PIN number and password for that user.

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SALT and DSAE Accounts

All SALT and DSAE user accounts and PIN numbers have been setup at each County through a recent update. To set up a PIN number for the County/City engineer, please use the three digit County/City code as the first three characters.

 

Email RTVision Support

 


Last Updated: July 24, 2008