Approving an Expense Report

In order to approve an expense report, you need to have the appropriate approval rights for it.

Approval rights are granted by means of the approver role, which is assigned by your vendor or by your system administrator. With this role you can:

modify other users' expense report data (such as cost allocations or expense items) and view their Expenses Wallet
modify other users' expense receipts and view their Receipt Wallet
modify the validated amount for expense items (for example, if you wish to approve an amount above the cap defined by the policy)

If you have this role, expense reports waiting for your approval are listed on your Home page.

Image of Home tab with highlighted section for expense reports pending approval

They are also shown on the Approvals tab of the navigation bar, in the Pending approval section.

Image of Approvals tab with list of expense reports pending approval

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

You can also delegate your approval rights to a colleague temporarily (for example, if you are out of the office for a while) - see Delegating Approval Rights.

Approval 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 a report immediately, check the corresponding box on the left of the screen and click Approve, 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. Click the corresponding proposed amount field.

Image of expense line with highlighted field for proposed amount to be changed

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

Click Confirm to confirm your approval. You will receive an approval confirmation e-mail.

Approval Procedure

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