Allow Employees to Select Expense Reviewers

Although a less common configuration, you can allow users to select their expense reviewer.

Those reviewers, in turn, continue the routing process. When a user is selected as a reviewer, that person receives an email when an expense is routed for their approval.
  1. Select Admin > Portal Settings > Expense.
  2. Select the Show Advanced Configuration checkbox at the top of the page and expand the Advanced Configuration section.
  3. Select the checkbox next to the setting Allow employees to select Expense Reviewer on submission.
    When this setting is enabled, users will be able to select reviewers in the following areas:

    • On the Edit Expense Receipt page: After saving the header information for an expense receipt, users can create additional expense items and choose a Reviewer for each item.

      The reviewer field is based on reviewer names listed in HQ Reviewers in Vista. Users can select only one reviewer, and they cannot select their own Vista VA User Profile.

    • On the Submit Expense Report for Approval popup window: A user can choose a Reviewer when they go to submit an expense from the main Submit Expense page.
      If not all expense items have a reviewer assigned, users have two options:
      • Cancel the expense submission and return to the Edit Expense Reciept page to assign individual reviewers by line. To do this, select Cancel and then Edit for the expense reciept. Add a reviewer for each expense item, then resubmit.
      • Select a reviewer in the Submit Expense Report for Approval popup window. This reviewer will be assigned to all expense items in the receipt, and will override other reviewers assigned to other expense items.

      The reviewer field is based on reviewer names listed in Vista HQ Reviewers. Users can select only one reviewer, and they cannot select their own Vista VA User Profile.

    After the reviewer approves the expense:

    • After approving the expense, the reviewer can choose to be the final reviewer simply by approving the expense, or route to another reviewer using the Select the next reviewer field in the Expense Approval window. This reviewer search is also based on names listed in Vista HQ Reviewers.

    If a user selects reviewers for all expense items in a receipt, but the portal setting Allow employees to select Expense Reviewer on submission is disabled before the user submits the expense receipt, reviewers will default from the assigned Expense Reviewer Group (in User Access) or expense approvers (in Approval Permissions), not from the reviewers the user selected.

Tip: To allow different reviewer groups for expenses and AP invoices, in the HQ Reviewer grid in Vista, add a user-defined field called udExpenseReviewer, with Y/N options. Set expense reviewers to Y. When submitting expenses, only users with the UD field set to Y may be selected as reviewers.