Expense Approval

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.
  

From the List/ Preview Screen, once an Expense Report has been selected, you can choose to approve on the header or line level. 

To Approve the entire report from the header

The Approve button on the header of the report allows you to approve the entire report at once. 

• Click on the Approve button. An "Approval Notes" window will pop up.
• Required: Select a reason from the drop-down menu
• Optional: Enter any notes into the field.
• Click on the Finish button.
• You will be taken back to the My Approvals screen.

To Reject the entire report from the header

The Reject button allows you to reject the entire report without having to reject each line item.

• Click on the Reject 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 a box. Click on the box next to the expense you would like to approve or reject.
  • Click on the  approve icon to approve the line.
  • Click on the reject icon 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.

  Note: If the approver rejects individual expense lines, then clicks:

  • The approve button from the header: The individual line rejections will be overwritten and the entire report will be approved.
  • The reject button from the header: 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.

    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).

If an approver has the right to both Modify and Approve, you are able to approve and reject from within the report. Begin by selecting the edit icon.

Once within the report you have 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.
• Required: Select a reason from the drop-down menu
• 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 a box. Click on the box next to the expense you would like to approve or reject.
  • Click on the  approve icon to approve the line.
  • Click on the reject icon 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.

  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.

    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).