Approve Expenses

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

You can approve or reject receipts individually or in bulk. You can also approve or reject individual expense items on a receipt.

If your company has implemented a sequential approval process, the Expense Approval page may be configured to hide expense receipts 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. Contact your System Admin if you have questions about Expense Approval configuration.
  1. Select Approval > Expense Approval.
  2. Use the at the top of the page to filter the grid by employee or by expense package (Expense Submission). You can also use the search box to search for an expense receipt.
  3. To review a submitted expense receipt or expense packet, you can do any of the following:
    • Select a receipt in the Expense Approval grid to expand that line and view a summary of each expense item on that receipt. This summary includes the charge-to account, amount, and approval status for the item.

    • Select the View button for any line in the grid to open the expense receipt and view full details associated with that receipt or packet.

      Note: You can also approve or reject individual expense items or all expense items on a receipt from this view.
    • Expense receipts and expense items that show a blue paperclip icon include an attachment. Select the paperclip icon to view the attached file.

  4. To approve expense receipts:
    Note: Approving an expense receipt approves all expense items on that receipt. If you approve individual expense items on a receipt, the receipt remains on the Expense Approval grid until all associated items have been approved.
    1. Select whether to approve expense receipts or expense items:
      • For individual expense receipts, in the Expense Approval grid, select the green approve icon for the receipt to approve.

      • To bulk approve expense receipts, in the Expense Approval grid, select the check box for all receipts to approve. Then select the Approve Selected button above the grid.

      • To approve individual expense items on a receipt, select a receipt in the Expense Approval grid to expand that line. Then select the green approve icon for the expense item to approve.

      • To approve expense items directly from the receipt, on the Expense Approval grid, select View for that receipt line. From the receipt view, you can select either the green approve icon to approve individual expense items or the Approve All button to approve the entire receipt.

    2. 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.

    After an item or packet 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 expense or packet to notify them that it has been approved.

  5. To reject expense receipts:
    Note: Rejecting an expense receipt rejects all expense items on that receipt. If you reject an individual expense item on a receipt, the entire receipt is rejected automatically.
    1. Select whether to reject expense receipts or expense items:
      • For individual expense receipts, in the Expense Approval grid, select the red reject icon for the receipt to reject.

      • To bulk reject expense receipts, in the Expense Approval grid, select the check box for all receipts to reject. Then select the Reject Selected button above the grid.

      • To reject individual expense items on a receipt, select a receipt in the Expense Approval grid to expand that line. Then select the red reject icon for the expense item to reject.

      • To reject expense items directly from the receipt, on the Expense Approval grid, select View for that receipt line. From the receipt view, you can select either the red reject icon to reject individual expense items or the Reject All button to reject the entire receipt.

    2. 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.

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

  6. To bulk code a group of expenses:
    Important: Bulk coding applies to the selected receipts and all of the expense items on those receipts. If any of the selected receipts are already coded, your bulk coding selections will overwrite that existing coding.
    1. Select the items to bulk code.
    2. Select the Bulk Coding button above of the Expense Approval grid.
    3. In the Code Update window, choose the applicable coding for the selected items.
    4. Select Save.
  7. To view the workflow or print a report of an expense item on a receipt or packet, select that line in the Expense Approval grid:
    1. With the line expanded, select the dropdown arrow at the far right of an expense item.
    2. Select View Workflow to see the sequence of approval (if set up on the HQ Reviewer Group) and the status of approval.
    3. 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 show on the Expense Approval page.