Approving Reimbursement of an Expense Report

In order to approve reimbursement of an expense report, you must have the appropriate accountant rights. If you have these rights, expense reports awaiting reimbursement approval are listed on your Home page.

They are also shown on the Reimbursements tab of the navigation bar, in the To be reimbursed section:

Image of reimbursements tab with list of expense reports to be reimbursed

In most cases, the Expense tool automatically calculates compliant expense amounts according to your company policy and proposes these for approval.

Depending on your company settings, you may be allowed to modify the proposed amount, for instance if you wish to approve an amount above the cap defined by the policy.

Procedure

You can optionally filter the expense report list by traveller or by organisation unit.

To filter by traveller, select the first of the two search fields near the top of the screen, type all or part of the traveller name, then select the traveller from the list displayed.

To filter by organisation unit, select the second of the search fields and choose the organisation unit from the list displayed. If there is a long list, type all or part of the organisation unit name in the search field, then select the organisation unit when it is displayed.

To approve reimbursement immediately, check the corresponding box on the left of the screen and click Reimburse, then click Confirm on the confirmation screen.

To reject a report immediately, check the corresponding box on the left of the screen and click Send back. On the confirmation screen, be sure to add a reason for the rejection, then click Send back. See Rejecting an Expense Report.

To modify proposed amounts before approving, click anywhere on the report line to list the expense items. Doing so displays a list of control options at the top of the screen (see Expense Report Controls).

Click the corresponding proposed amount field:

Image of expense item with highlighted field to modify proposed amount

Enter the desired amount. All total amounts are automatically refreshed.

You can view all expense details and receipts by clicking the expense items and the paper clip icons.

When you are ready, click Reimburse.

A summary of the expense report pops up, showing any exceptions.

Click Confirm to confirm the reimbursement approval.

You will receive a reimbursement confirmation e-mail.

Procedure

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