Payment Workflow Catalog

UniPay Approval & Payment Flow

A clear end-to-end guide for how a request moves from initiation to payment completion. Use this catalog to understand roles, stages, and where each action happens.

Dependency locked Role based actions Schedule vs Single branches
Login / Switch Role View Flowchart

Quick Start

Pick a destination. The portals below are the main entry points used by staff and approvers.
Approvals Dashboards (Role Portals)
HoD, Budgetary, Examiner, Finance, DVC, VC, Cash Office dashboards with pending queues & action buttons.
Flowchart & Stages
Visual flow of the entire process, including branching for Schedule vs Single and the extra attachment/imprest steps.
OTP Flow Prototype
Simulator for Email/SMS OTP verification logic and templates.

Workflow Flowchart (End-to-End)

This is the canonical request journey in the prototype. The status codes map to what you see on dashboards.

Schedule Request (multi-beneficiary)

request_type = schedule
0
Draft / Initiation
Initiator creates request
12
HoD
Review / approve (HoD can also initiate)
16
Dean/Director
Select vote and route to Budgetary → Examination → DVC
1
Budget Verification
Checks request against selected vote budget (auto-reject if insufficient)
2
Request Examination
Examiner checks
3
Finance Officer
Assign vote to department (vote assignment)
4
DVC Approval
Policy approval (may skip VC ≤100K)
5
VC Approval
Initial approval when required
13
Notification to HoD
Finance Office requests docs; HoD assigns staff
14
Staff Attachments
Reports + attendance upload
6
Finance Office (Docs Verification)
Verify attendance/clear additional documents
7
PV Preparation
PV generated (PV number assigned)
8
Second Examination
Audit confirms PV
9
FO Authorization
Finance Officer authorizes
10
VC Final Approval
Final sign-off
11
Payment Complete
Cheque/payment finalized
Notes: Initiator, HoD, or Dean/Director may initiate. Dean/Director selects vote then routes to Budgetary, Examination, then DVC. Finance Officer assigns vote to department. For schedule requests, Finance Office may request additional documents through HoD notification (`13`) and staff attachments (`14`) before Finance Office verification (`6`).

Single Request (imprest path)

request_type = single
0
Draft / Initiation
Initiator creates request
12
HoD
Review / approve (HoD can also initiate)
16
Dean/Director
Select vote and route to Budgetary → Examination → DVC
1
Budget Verification
Checks request against selected vote budget (auto-reject if insufficient)
2
Request Examination
Examiner checks
3
Finance Officer
Assign vote to department (vote assignment)
4
DVC Approval
Policy approval (single >100K requires VC)
5
VC Approval
Initial approval when required
6
Finance Office (Imprest)
Issue imprest warrant step
15
Imprest Warrant (Initiator)
Fill imprest + attach documents
7
PV Preparation
PV generated (PV number assigned)
8
Second Examination
Audit confirms PV
9
FO Authorization
Finance Officer authorizes
10
VC Final Approval
Final sign-off
11
Payment Complete
Cheque/payment finalized
Notes: Initiator, HoD, or Dean/Director may initiate. Dean/Director selects vote then routes to Budgetary, Examination, then DVC. Single requests include the imprest warrant step (`15`) before PV preparation.

Live Workflow Tracking

Tracking active Payment Schedules

Role Access

System validates user roles before allowing entry to any module context.

Guard Logic

UI buttons and inputs are physically disabled/hidden until dependencies are met.

Audit Logs

Every state change is cryptographically linked to a user session and timestamp.

Process Hierarchy Board

Interactive Dependency Map. Drag nodes to rearrange. Lines update automatically.