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Conditional Approvers

Conditional Approvers

Owned by Rebekah Finley
Last updated: Mar 12, 2025
Overview

Conditional approvers are approvers that built in the back end of each Jotform. These conditional approvers are central offices, such as Postdoctoral Services and the Provost Office. Your submission will be routed to conditional approvers should any forms or fields in your submission trigger that conditional approval workflow. For example, all submissions for Post Doctoral employees are automatically sent to Postdoctoral Services. 

These workflows are built in the Jotforms, so you do not need to add any of the office listed below to your "Approvals" section on the Jotform. Doing so will cause a replication of the approval action, and the approval workflow will break (your form will be "stuck"). 

Secondary Assignment
  1. Postdoctoral: 
    1. Primary Employee Class: Postdoctoral.
      1. Routes to: Postdoctoral Services (aebranch@vcu.edu)
    2. Question: Is any portion of this SA being compensated using grant funds (i.e. 5-ledger budget index)?
      1. If YES, routes to: Grants and Contracts Accounting (effortreport@vcu.edu)
  2. Exempt Temporary One Time Payments Greater Than $2,500:
    1. Position Number: EX0010 - EXFP One Time Payment, Total Compensation > $2,500
      1. Routes to: VCU HR (hrreview@vcu.edu)
  3. Exempt-Other:
    1. Position Number: EX0002 - EXOT Exempt Other
    2. Routes to: VCU HR (hrreview@vcu.edu)
  4. Exempt Temporary - Executive Support:
    1. Position Number: EX0009 - EXES Executive Support
      1. Route to: Office of the President or Senior Vice President
      2. Karen Helderman - heldermank@vcu.edu 
  5. Salaried Non-Benefited/Adjunct:
    1. Primary Employee Class: Salaried Non-Benefited
    2. Position Number: Adjunct Position Number (Contains “J”)
    3. Question: Please choose your workflow - Monroe Park or Health Sciences
      1. Routes to: Respective VP Office
      2. Monroe Park: Provost Office (ofrrhr@vcu.edu)
      3. Health Sciences: VPHSHR (vphshr@vcu.edu)
  6. Staff:
    1. Review the following questions:
      1. Question: Is the employee currently on a full-time leave of absence? 
      2. Question: Does the employee report directly to a Vice President?
        1. Is the answer to either of the questions above YES?
        2. If YES, routes to: VCU HR (hrreview@vcu.edu)
    2. Question: Is the employee’s primary position both FLSA Exempt AND benefits-eligible?
      1. If NO, routes to: VCU HR (hrreview@vcu.edu)
    3. Question: Is any portion of this SA being compensated using grant funds (i.e. 5-ledger budget index)?
      1. If YES, routes to: Grants and Contracts Accounting (effortreport@vcu.edu)
  7. Faculty:
    1. Question: Please choose your workflow - Monroe Park or Health Sciences
    2. Review the following questions:
      1. Question: Will SA cause total compensation to exceed 33.33%
      2. Question: Is the faculty member currently on a full-time leave of absence?
      3. Question: Is the faculty member a dean or other employee who reports directly to a Vice President?
        1. Is the answer to any of the questions above YES?
        2. If YES, routes to: Respective VP Office
        3. Monroe Park: Provost Office (ofrrhr@vcu.edu)
        4. Health Sciences: VPHSHR (vphshr@vcu.edu)
    3. Question: If any portion of this SA is compensated using grant funds (i.e. 5-ledger budget index), is the work/payment occurring during the period of the faculty member’s primary contractual appointment?
      1. If YES, routes to: Grants and Contracts Accounting (effortreport@vcu.edu)
Special Rate
  1. Faculty:
    1. Primary Employee Class: Faculty
    2. Question: Please choose your workflow - Monroe Park or Health Sciences
      1. Monroe Park: Provost Office (ofrrhr@vcu.edu)
      2. Health Sciences: VPHSHR (vphshr@vcu.edu)
  2. University:
    1. If Total Compensation is Greater than 75th Percentile”
      1. Routes to: VCU HR (hrreview@vcu.edu)
Job Change New Position

Adding a new position (primary or overload) to the employee’s record

  1. Postdoctoral: 
    1. Employee Class: Postdoctoral.
      1. Routes to: Postdoctoral Services (aebranch@vcu.edu)
  2. Exempt Temporary - Executive Support:
    1. Position Number: EX0009 - EXES Executive Support
      1. Route to: Office of the President or Senior Vice President
      2. Karen Helderman - heldermank@vcu.edu 
Job Change Current Position

Change to current position details

  1. Postdoctoral: 
    1. Employee Class: Postdoctoral.
      1. Routes to: Postdoctoral Services (aebranch@vcu.edu)
  2. Faculty:
    1. Employee Class: Faculty
    2. Action Reason: Salary Changes 
      1. FHS (Health System Adjustment), FTE, FIP (Interim to Permanent), FOC (Change in Duties), FOE (Equity Adjustment), FOR (Retention), FOO (Other), FCE (competitive increase, external offer), and FCI (Competitive increase, internal offer) 
    3. Question: Please choose your workflow - Monroe Park or Health Sciences
    4. Monroe Park: Provost Office (ofrrhr@vcu.edu)
    5. Health Sciences: VPHSHR (vphshr@vcu.edu)
Hires

EX Others, Graduate Assistants only

  1. Exempt Temporary - Executive Support:
    1. Position Number: EX0009 - EXES Executive Support
      1. Route to: Office of the President or Senior Vice President
      2. Karen Helderman - heldermank@vcu.edu 

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