Table of Contents
Introduction
Submitted an expense request? The next step is approval. As an approver, you can review the request details, check any supporting documentation, and decide whether to approve or decline the request from the Approvals tab in Approval System > Expense > Requests.
You can also review and approve expense requests from the Expenses widget in the Employee Portal.
In both cases, the steps to approve the expense request are exactly the same. Just keep reading. 😉
Steps to Approve an Expense Request
To approve an expense request:
Go to Approval System > Expense > Requests. / Go to Employee Portal > Expenses widget.
Select the Approvals tab. / Select Approve.
Expand the request record using the small blue arrow on the far left.
A collapsible section opens, where you can check if the request exceeds one of the pay item's set limits in the Exceeds Capping Per Request, Exceeds Capping Per Year, Exceeds Lifetime Capping fields. (More about pay item capping 👉 here.)
Approve the expense request using the green Approve button on the far right of the request box.
Alternatively, you can open the request in a side drawer using the first blue Expand button on the far right of the request box.
You can check further details in the drawer, like: the uploaded documentation, the Approvers, if there are any Approved Requests, the History, and Remarks.
Use the Approve Request button in the bottom right corner to approve the request.
A confirmation pop-up will show, asking whether you want to proceed or not with the approval. Select Yes, Approve to continue.
Once the expense request is approved, send it to payroll from the Expense Management feature. By doing so, the involved pay item will show in the Payroll Calculation page, under the Pay Items tab.
Declining an Expense Request
To decline an expense request:
Use the red ❌ Decline button at the far right of the request box.
Alternatively, you can open the request in a side drawer using the first blue Expand button at the far right of the request box, and select the Decline Request button at the bottom-right corner of the drawer.
In both cases, a confirmation pop-up appears.
Select the Yes, Decline button to officially decline the expense request.
Go to the All tab. A Declined label will show for that request under the State column.
⚠️ Important: The way you set up Rules 👈 will determine the approval path the expense request will follow after submitting it. Thus, it's crucial you set them up according to your company requirements.
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Submitting Expense Requests