An approver is someone that is set up to approve someone else's expense reports. Approvers have an additional menu item on the Dashboard called Expense Approval. If you are set up as an approver use this menu to view the reports in your approval bin.
The drop down arrow next to the Expense Approval will have three different options:
- My queue: Expense reports waiting for approval.
- My rejections: Expense reports that you have rejected.
- Filter: A quick way to filter for a report.
Once an Expense Report has been selected, the there are three options:
Approve The Entire Report
The Approve All & Exit button allows you to approve the entire report at once without having to approve each line item.
- Click on the Approve All & Exit button. An "Approval Notes" window will pop up.
- Optional: Enter any notes into the field.
- Click on the Finish button.
- You will be taken back to the My Approvals screen.
Reject the Entire Report
The Reject All & Exit button allows you to reject the entire report without having to reject each line item.
- Click on the Reject All & Exit button. A "Rejection Notes" window will pop up.
- Required: Enter the reason why the report was rejected in the notes field.
- Click on the Finish button.
- You will be taken back to the My Approvals screen.
- The Expense Report will be sent back to the user who submitted it with the note explaining why the report was rejected.
Approve or Reject Individual Expense Lines
The approver can also approve or reject each expense line.
- On each expense line, there is an link to Approve or Reject.
- Click on the Approve to approve the line.
- Click on the Reject to reject the line.
- A note is required for each expense line that is rejected.
- Click on the Save & Exit button to finish.
- You will be taken back to the My Approvals screen.
If any expense lines were rejected, the entire Expense Report will be sent back to the user who submitted the report with a note attached to the rejected expense line(s).
Note: If the approver rejects individual expense lines, then clicks:
- Approve All & Exit: The individual line rejections will be overwritten and the entire report will be approved.
- Reject All & Exit: The entire report will be rejected and the individual line rejections and their messages will be saved and sent back to the employee that submitted the report.