Workflow

Ellucian Workflow

Users may access Ellucian Workflow for the business processes listed below. 2FA is required when accessing the system. Please email easdhelp@gmu.edu technical assistance. Click on the business process below to access the instructions. The Beyond the Basics – AP Ellucian Workflow Forms recorded session is available to View Here.

Tips for using Ellucian Workflow

  • First time users must select a time zone (EST) in order to begin working in Ellucian Workflow. This should only be required for first time login.
  • Attachments should be consolidated into one document prior to uploading to Ellucian Workflow. Consolidating attachments will assist the approver and ensure the system functions correctly. Please note file limits exist for each Workflow. 
  • Approvers will receive an email from GMU Workflow (wfnorply@gmu.edu) with an overview of the transaction request and a link to View Case in Workflow.
  • The supporting documentation will be attached to the approval email. Approvers should review the supporting documentation attached to the approval email prior to viewing the case in Workflow. The supporting documentation links embedded within Workflow are currently inactive.

To learn more about the Externally Funded Fellowship or the Participant Support payment requirements please visit the Pay Students webpage.

Externally Funded Fellowship & Participant Support Guide

The Fund Element Maintenance Workflow is used to request the creation or update of a data-enterable (L5 or L6) fund including:

  • 11 Education and General
  • 13 Rollover Funds
  • 15 Indirect Cost Recovery
  • 31 Auxiliary Enterprise

The workflow allows for review and approval of the elements and updates Banner automatically after all approvals are complete. Other fund types and non-data-enterable fund requests will be requested through the Financial Reporting office at https://gmu.teamdynamix.com/TDClient/33/Portal/Requests/ServiceDet?ID=341.

Click here to access the Fund Element Maintenance Quick Guide 

To learn more about the Honorarium payment requirements please visit the Honorarium Payment webpage.

Honorarium Payment Guide

To learn more about the Payment Request requirements please visit the Payment Request webpage.

Payment Request Guide

To learn more about the Revenue Refund Request requirements please visit the Revenue Refund webpage.

Revenue Refund Guide

To learn more about the Scholarship/Fellowship for period of Non-Enrollment payment requirements please visit the Pay Students webpage.

Scholarship/Fellowship for period of Non-Enrollment Guide

Individuals are assigned to review and approve Accounts Payable documents in Ellucian Workflow, based on the
Authorized Approver database, selected by the end-user who is submitting the form. To learn more about the purpose of Accounts Payable forms please visit the Pay Students webpage (for student payment), Payment Request overview, Revenue Refund webpage, or the Honorarium Payment instructions.

Workflow Approver Quick Guide

Banner Workflow

Users may access Banner Workflow for the business processes listed below. When accessing the system from a non-network computer or laptop, users must first initiate and sign in to VPN access. For more information on VPN access please visit IT Services. Please email easdhelp@gmu.edu technical assistance.

The Equipment Surplus Workflow is an automated process that has been developed to efficiently monitor and complete the equipment surplus business process.

The Equipment Surplus Workflow provides an online surplus form for users to fill out and once submitted, Workflow automatically forwards the completed surplus form to all performers.

Initiate an Equipment Surplus Workflow

  1. Download Equipment Surplus Excel Form. Enter your equipment data and save the file.
  2. Log in to Banner Workflow.
  3. Initiate a workflow instance (User Profile-> My Process-> FIN_Equipment Surplus Processing).
  4. Fill out the Equipment Surplus workflow form, attach the saved Excel file, and complete the form.

For quick reference, review the Equipment Surplus – Initiator Quick Reference. For detailed steps, review the Equipment Surplus – Initiator User Guide.

NOTE: Contact assets@gmu.edu for all workflow issues other than access issues. For access issues, take a look at the Workflow Account section at the top.

Individuals who do not currently have access to the Financial Aid Award Workflow should contact their Departmental Banner Liaisons for access approval. The Departmental Banner Liaison will send an email to the Finance Administrative Systems Team (FAST) to request user access. FAST will notify the user and liaison once the request has been completed.

Initiate a Workflow Transaction

  1. Go to Banner Workflow. Login with your Mason Net ID and Password.
  2. To start a workflow transaction, click the “User Profile” icon from the left-side menu, and then “My Processes”. Select the option “FIN_Financial Aid Award.
  3. Enter a Workflow Specifics Name in the following format: Award Type (GCW, SCH, TGA), Student Last Name, and Term (e.g. “SCH-Smith-201770”).
  4. In the Required Parameters field, enter the Student G-Number and Student First and Last Name.
  5. Select “Yes” or “No” for the question Tuition Only? An award letter (or other documentation) may be attached on this page or on the following page. Award Documentation is required for International Students when “Tuition Only” = No.
  6. Click “Start Workflow” and then “OK.” Click on Worklist from the left-side menu. You should see the workflow instance. Click the browser “Refresh” button periodically until the workflow instance appears.
  7. Once the transaction appears in the Worklist, click the link (e.g. “SCH-Smith-201770”) to open the transaction and enter data.
  8. After selecting Academic Term (e.g. Fall 2018), enter “Y” or “N” to the questions that follow to auto-create a Workflow instance based on data entered for the next term (e.g. Spring 2019). The auto-create option is only available for “Tuition Only”=”Y” and Fall term selection.
    • If “Y” is selected, a new Workflow instance is created for the Spring term. Users must take action on this new instance and have the ability to change the fund/org and/or amount if desired. The Spring Workflow instance must be completed in order to post to the student account.
  9. Enter additional details including Funding Source(s), Transaction Amount, Requires Approval, and Requires PI Approval. An award letter may be attached here.
  10. Select “Complete” to send the transaction to the Approver(s). You should receive a confirmation email indicating the type of award transaction and other student information. If there was an error, you should receive an email explaining the error and appropriate correction.
  11. You should receive an email once all approvals have been received and Financial Aid has entered the award in Banner.

If you have any questions, problems, or comments please email Craig Raulli and Matt Deters or call (703) 993-2360. For technical issues, contact easdhelp@gmu.edu.

  1. Log in to Banner Workflow.
  2. Create and start a workflow instance.
  3. Complete Initiator’s New Org Request Form.
  4. Choose an action.
  5. Review the New Org Initiator Quick Reference Guide for detailed instructions on how to change org title in Workflow. 

If you have any questions, problems, or comments please email Nusrat Sultana or call (703) 993-2640. Please email easdhelp@gmu.edu for technical assistance.

  1. Log in to Banner Workflow.
  2. Create and start a workflow instance.
  3. Complete Change Org Title Request Form.
  4. Choose an action.
  5. Review the Change Org Title Quick Reference Guide for detailed instructions on how to change org title in Workflow.

If you have any questions, problems, or comments please email Nusrat Sultana or call (703) 993-2640. Please email easdhelp@gmu.edu for technical assistance.