Approval Docket Processing

What is a Docket?

An approval docket is used to group multiple grant requests together for processing; that is creating an approval log that will flow over to Foundation Cloud Community Portal (FC Community Portal) for board or committee members to approve the grant requests. The docket can be added at any time ahead of grouping the grants and it is expected that standard dockets are established at the start of the grant request process. Multiple dockets can be open at any point in time potentially for the different grant requests (e.g. designated grants, scholarships) or board dates.

To Create a Docket:

1. Click Batch > Docket > New Docket.
2. Name the Docket with a descriptive name or use the default: Docket X/XX/20XX. An explanatory phrase will help the user understand what type of grants should be allocated to this Docket.
3. Available grants are listed in the bottom pane. The user can filter the available grants by using the Date, Status and/or Type drop-down lists on the bottom of the window. The Last Pay Date field limits the grants that will be allocated to the docket, setting the date field to a future date will allow the user to see more available grants. Only those grant requests that have a due-date (payment date) equal or less than the date set in the Last Pay Date field will be available for inclusion on the docket.
4. Highlight the desired grants and click the Add or Add All buttons. Thereby moving selected grants to the top pane for processing in this Docket.

Grants can only be removed if the status of the grant is Batched, i.e. processing has not yet begun on this docket.

Approval Tab

Once the grant requests have been added to the docket, the user moves to the approval tab to configure approval details.

1.  Check the check box for Docket requires Board Member approval. This field indicates that the docket will require approval from a committee before being processed by Finance. 
2.  The Date sent for approval field will default to the date of creation. This field can be changed to a later date if necessary.
3.  If the docket needs to be approved by a single member, click the Board Member radio button and use the drop down list to select the member to which this docket is assigned for approval. 
4. If the docket needs to be approved by a committee, click the Committee radio button and use the drop down to select the correct committee. The user can add or edit members using the the Add/Edit link. Highlight a committee in the first column to see its members in the second column. The user can activate or deactivate members in a committee by checking or clearing the check box beside the member's name. Inactive members will not be able to view the docket in FC Community Portal.
5. The Quorum Required for Approval field allows the user to set a minimum number of members from the committee to approve the docket. Example: The committee consists of 5 members and the Quorum Required for Approval field is set at 3, only 3 of the 5 members must submit an approval for this docket.
6. Open submitted board member approvals to see comments made by members.