[FAQ] Expense claim scenarios approval workflow

Frequently asked questions regarding the expense claim scenarios approval workflow.

What happens when an expense claim is submitted? 

• The expense claim manager approval status changes from Unsubmitted to Submitted.

• Based on the approval scenario setting:

  • Required ‘Step 1’ approval requests are generated.
  • Managers are messaged/emailed that the expense has been submitted for their approval.

Where are expense claims reviewed and approved or rejected by managers?

 

• APPROVE > Expense Claims

(Note that expense claims can still be reviewed under ‘MANAGE > Expense Claims’ – but the ‘APPROVE’ & ‘UNAPPROVE’ functions/buttons are disabled on that page when using the sequential approval workflow).

What happens when an expense claim is approved?

• Once step 1 approvals are done, any step 2 approval requests are generated (and so on until all required steps are approved).
• The Status changes to ‘Approved’ (once all required Manager Approvals are completed.
• A supplier invoice is created for the expense claim. 

Note that the employee is NOT notified by message/email that the expense has been approved (because these approvals are done at line-item level – this may result in a large volume of such messages/emails being sent to the employee for a single expense claim).

What happens when an expense claim is rejected? 

• Once any requested approval is rejected by a manager for any line on the expense claim – the overall manager approval status changes to REJECTED. 

• The employee is notified by message or email that the expense has been rejected (only if the send message/send email options are checked). 

What happens when a supplier invoice for an expense claim is deleted?

• The manager approval status changes to REJECTED. 
• The employee is notified by message or email that the expense has been rejected (only if the send message/send email options are checked). 

What do the various manager approval statuses mean?

• Unsubmitted – the employee has not yet submitted the expense claim for approval.
• Submitted – the employee has submitted the expense claim. It is awaiting the manager's approval.
• Not Applicable – no defined approval requirements existed for the expense claim when it was submitted.
•  Approved – all of the defined/required lines on the expense claim have been approved by the defined manager(s) – the supplier invoice for the expense claim is now ready for posting by finance. 
• Rejected – one or more of the defined/required lines on the expense claim have been rejected by a defined manager(s) – the expense claim now needs to be corrected and re-submitted by the employee. 

Where can I see the ‘manager approval’ status of an expense claim?

• MANAGE > Expense Claims.
• My Expenses.

Where can I see the ‘manager approval’ status of individual expense claim lines?

• APPROVE > Expense Claims.