HR Management – Employee Portal – Expenses

Approval Process-Expense Approval

Use the Expense Approval page to review and select expense items and receipts for approval, and to print expense reports.

The Expense Approval grid displays submitted expense items awaiting approval. Each line in the grid is an individual expense item, and the items you see are the ones you are an approver for.

If your company has implemented a sequential approval process, the Expense Approval page may be configured to hide expense items from a reviewer until after lower sequence reviewers have approved them. So, you may not see all items that require your approval immediately after those are submitted.

Location: Approval > Expense Approval

The expense items you see in the grid are the ones you are an approver for. Use the fields at the top of the page to filter the items by Employee or by expense packet (Expense Submission). You can also use the search box to search for a specific expense item or receipt.

To review submitted expense items, you can do any of the following:

• Select the View button on any expense item in the grid to open the receipt and see all items, notes, and attachments associated with that receipt. You can also approve or reject expense items from this view.
• Notes left on an individual expense item are indicated by a bookmark icon on the expense line: . Select the icon to view the note.
• Select the blue paperclip icon  to view attachments associated with that expense item.
• Select the dropdown arrow icon to see additional options:
• Select View Workflow to see the sequence of approval (if set up on the HQ Reviewer Group) and the status of approval.
• Select Print Report to download a PDF report containing all expense items and attachments on the receipt. This includes any expense items on the receipt that were already approved and no longer display on the Expense Approval page.

View Workflow: allows you to see the sequence of approval (if set up on the HQ Reviewer Group) and the status of approval.

Approval: when an item or package is approved, the items will move to the next sequence; if all approvers have signed off, it will go to the Expense Admin for Expense Posting. When the Expense is fully approved, an email will go to the user who submitted the expense letting them know it has been approved.

    To approve expense items, you have several options.

Bulk approve multiple expense items on one or more receipts at a time:

a.    Select the checkbox on the left for each expense item you want to approve.

b.    At the top of the grid, select Approve Selected.

c.        An Expense Approval pop-up window displays. Use this window to enter any notes on the approval before continuing. When you are finished, select

Approve Selected.

Approve individual expense items one at a time:

a.    Locate the line of the expense item you want to approve.

b.    On the right, select the green approve icon   to approve just that single item.

c.        An Expense Approval pop-up window displays. Use this window to enter any notes on the approval before continuing. When you are finished, select

Approve Selected.

Approve multiple expense items on a receipt from the Edit Expense Receipt page:

a.    On the Expense Approval grid, locate the line of the expense item you want to approve and select View on the far right.

b.    From the Edit Expense Receipt page, select either the green approve icon   to approve individual expense items or Approve All to approve all items that you are an approver for on the receipt.

c.        An Expense Approval pop-up window displays. Use this window to enter any notes on the approval before continuing. When you are finished, select

Approve Selected.

d.    To return to the Expense Approvals page, select Back to Approval.

After an item or receipt is approved, those items move to the next sequence in the workflow. After all approvers have signed off, items go to the Expense Admin for Expense Posting. After the expense is fully approved, an email is sent to the employee who submitted the item or receipt to notify them that it has been approved.

Rejection: when an item or package is rejected, an email will go back to the submitter with the message from the Expense Approver who will be able to re-submit. If the items have already been approved by approvers on another sequence(s), they will be unapproved once rejected.

    To reject expense items, you have several options.

Bulk reject multiple expense items at a time:

a.    Select the checkbox on the left for each expense item you want to reject.

b.    At the top of the grid, select Reject Selected.

c.    An Expense Approval pop-up window displays. Use this window to enter any notes on the rejection before continuing. When you are finished, select

Reject Selected.

If the expense items selected belong to different receipts, each of these receipts is rejected.

Reject individual expense items:

a.    Locate the line of the expense item you want to reject.

b.    On the right, select the red reject icon  .

c.    An Expense Approval pop-up window displays. Use this window to enter any notes on the rejection before continuing. When you are finished, select Reject Selected.

The entire receipt is rejected.

Reject multiple expense items on a receipt from the Edit Expense Receipt page:

a.    On the Expense Approval grid, locate the line with an expense item you want to reject and select View on the far right.

b.    From the Edit Expense Receipt page, select either the red reject icon   to reject a single item or Reject All to reject all items that you are an approver for on the receipt.

c.    An Expense Approval pop-up window displays. Use this window to enter any notes on the rejection before continuing. When you are finished, select Reject Selected.

The entire receipt is rejected.

d.    To return to the Expense Approvals page, select Back to Approval.

After an item is rejected, an email is sent to the employee who submitted the item to notify them that the receipt was rejected. Any items in the receipt that were previously approved in another sequence are also rejected. The employee can edit the rejected receipt and resubmit items for approval.

You can view all approved expenses on the Expense Posting Dashboard.