Approval Process

Purpose:
To establish a standardized procedure for submitting, reviewing, and approving requests within the company to ensure efficiency, transparency, and accountability.

Step 1: Submission of Request

• All requests must be submitted through the Approval Module in the company system.

• The submitting employee or manager must include all required information and supporting documents, which may include (but are not limited to):

  • Description and purpose of the request.

  • Cost estimates or vendor quotes (if applicable).

  • Supporting documentation such as photos, receipts, or contracts.

  • Department name and requesting party’s contact information.

• Incomplete or verbal requests will not be accepted.

Step 2: Preliminary Review

• Upon submission, the system or assigned reviewer will check the request for accuracy and completeness.

• If the request is missing information, documentation, or justification, it will be rejected and returned to the requester for correction and resubmission.

• The rejection notice will include comments or instructions specifying what is missing or needs revision.

Step 3: Approval by Operations Manager

• Once a request meets all requirements, it will be forwarded to the Operations Manager for review and authorization.

• The Operations Manager will evaluate the following:

  • Compliance with company policies and budget.

  • Justification and necessity of the request.

  • Impact on operations, vendors, or customers.

• If approved, the request will be formally marked as “Approved to Proceed” in the system.

• If not approved, the request will be marked “Denied” with a written explanation provided to the requester.

Step 4: Implementation & Recordkeeping

• Once approved, the responsible department may proceed with the action, purchase, or project.

• All approved requests and their documentation must be retained in the Approval Module for audit and compliance purposes.

• Periodic reviews may be conducted by management to ensure adherence to the approval process.