Approval Flow

Business Purpose

The approval flow ensures budget applications and activity applications are reviewed before they affect budget availability, execution, payment, or reimbursement.

Workflow

flowchart TD
    BudgetDraft[Budget Draft]
    BudgetPending[Budget Pending Approval]
    BudgetApproved[Budget Approved]
    ActivityDraft[Activity Draft]
    ActivityPending[Activity Pending Approval]
    ActivityApproved[Activity Approved]
    Payment[Payment Request]
    Reimbursement[Staff Claim Request]
    Returned[Returned]

    BudgetDraft --> BudgetPending
    BudgetPending --> BudgetApproved
    BudgetPending --> Returned
    Returned --> BudgetDraft
    BudgetApproved --> ActivityDraft
    ActivityDraft --> ActivityPending
    ActivityPending --> ActivityApproved
    ActivityPending --> Returned
    ActivityApproved --> Payment
    ActivityApproved --> Reimbursement

Status Description

Status	Description
Draft	Record is being prepared and can be edited by the creator.
Pending Approval	Record has been submitted and is waiting for approval.
Returned	Record has been sent back for correction.
Approved	Record has passed approval. Approved budgets become available; approved activities can proceed to follow-up actions.
Rejected	Record cannot proceed unless the process allows resubmission.

Permission Rules

Approvers can approve, reject, or return according to workflow configuration. Requesters should not approve their own activity unless the business rule explicitly allows it. Payment requests and staff claim requests usually require the current user to be the creator, owner, or stakeholder of the approved activity.

Audit Requirements

Approval actions should retain approver name, action, timestamp, comments, and workflow status.