Approving and managing expense reimbursements

As an expense approver, you are responsible for reviewing and actioning expense reimbursement claims submitted for your approval.

You can view the expense requests assigned to you in one of the following ways:

• In Expenses, the Expense Requests page displays your own expense requests as well as the ones assigned to you for approval.

  For details, see Responding to an expense request from Expenses.

• In Tasks, the Expenses tab displays the expense requests pending for your approval.

  For details, see Responding to an expense request from Tasks.

Responding to an expense request from Expenses

From Expenses, you can view both your own expense requests and the ones that you need to respond to. To respond to an expense request submitted for your approval, do the following:

1. Navigate to Expenses. To do this, in the sidebar, in the My HR section, click Requests > Expense Reimbursements.

   

   The Expense Requests page is displayed.

2. Find the request that you want to review, and in the Action column, click View.

   

   The Expense request page, which enables you to review and respond to the expense request, is displayed.

3. Review the details of the request, including the attached receipts and assigned cost centres.

   At the bottom of the Expense items section, based on the expense approval pipeline configured for your business, one or multiple action buttons are displayed. These buttons represent the actions that you can perform at this stage of the workflow.

   

   In the preceding example, the Approve and Decline action buttons are available.

   The expense request approval pipeline might include a subsequent workflow stage in which approvers can return expense requests to employees for changes.

   If the expense request that you are reviewing is in such a stage, another action button that represents the action of returning the request would be available.

4. Depending on how you want to respond to the request, click the button that represents the respective action.

   The status of the expense request is updated accordingly.

In the Approvals section, each stage in the approval process is logged. You can review this section to gain insights about the history of events and current status of the expense request.

The following example illustrates the details displayed in an expense request approved by a line manager:

Responding to an expense request from Tasks

Tasks enables you to view all your pending tasks. Tasks organizes your tasks in tabs, such as Leave, Documents, and more, to enable you to respond to them easily.

In Tasks, expense requests pending for your approval are displayed in the Expenses tab. To respond to a pending expense request from Tasks, do the following:

1. Navigate to Tasks. To do this, in the sidebar, in the Employees section, click Tasks.

   

2. Go to the tab named after your expense request approval pipeline.

   The list of expense requests pending for your approval is displayed.

   

3. Find the request that you want to review, and in the Action column, click Respond.

   

   The details of the expense request are displayed.

4. Review the details of the request, including the attached receipts and assigned cost centres.

   At the bottom of the Expense items section, based on the expense approval pipeline configured for your business, one or multiple action buttons are displayed. These buttons represent the actions that you can perform at this stage of the workflow.

   

   In the preceding example, the Approve and Decline action buttons are available.

   The expense request approval pipeline might include a subsequent workflow stage in which approvers can return expense requests to employees for changes.

   If the expense request that you are reviewing is in such a stage, another action button that represents the action of returning the request would be available.

5. Depending on how you want to respond to the request, click the button that represents the respective action.

The status of the expense request is updated accordingly.

In the Approvals section, each stage in the approval process is logged. You can review this section to gain insights about the history of events and current status of the expense request.