Approve Expenses

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

1. Select Approval > Expense Approval.
2. 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.
3. 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.

     Note: If you are not an approver for certain expense items on the receipt, you will still be able to see the items listed but will not be able to see the Charge To details. However, you can still view the Item Amount to be able to see why a receipt might be out of balance.
   • Select the blue paperclip icon to view attachments associated with that expense item.
     Note: If an expense receipt has an attachment added to the header, this header attachment is included on each expense item in the receipt. For individual expense item attachments, you can only view those attachments if you are an approver of that 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.
       Note: If you are not an approver for the expense item, you will not be able to view the approver workflow. Expense Admins can view the approver workflow for all items on the Expense Posting Dashboard.
     • 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.
4. To approve expense items, you have several options.
   Note: Approving an expense receipt approves all expense items on that receipt. You will only be able to approve an entire receipt if you are an approver for all expense items on it.
   • Bulk approve multiple expense items on one or more receipts at a time:
     1. Select the checkbox on the left for each expense item you want to approve.
     2. At the top of the grid, select Approve Selected.
     3. 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:
     1. Locate the line of the expense item you want to approve.
     2. On the right, select the green approve icon to approve just that single item.
     3. 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:
     1. On the Expense Approval grid, locate the line of the expense item you want to approve and select View on the far right.
     2. 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.
        Note: If you are not an approver for certain expense items on the receipt, you will still be able to see the items listed but will not be able to see the Charge To details. However, you can still view the Item Amount to be able to see why a receipt might be out of balance.
     3. 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.
     4. 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.

5. To reject expense items, you have several options.
   Note: Rejecting at least one expense item rejects the entire receipt.
   • Bulk reject multiple expense items at a time:
     1. Select the checkbox on the left for each expense item you want to reject.
     2. At the top of the grid, select Reject Selected.
     3. 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:
     1. Locate the line of the expense item you want to reject.
     2. On the right, select the red reject icon .
     3. 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:
     1. On the Expense Approval grid, locate the line with an expense item you want to reject and select View on the far right.
     2. 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.
     3. 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.

     4. 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.

6. To bulk code a group of expenses:
   Important: Bulk coding applies to each of the lines you select in the grid. If any of the selected items are already coded, your bulk coding selections will overwrite that existing coding.
   1. Select the items to bulk code.
   2. Select Bulk Coding above the Expense Approval grid.
   3. In the Code Update window, choose the applicable coding for the selected items.
   4. Select Save.