APPROVING TRAVEL RELATED EXPENSES

Transcription

1 APPROVING TRAVEL RELATED EXPENSES If you are part of the approval process and have items awaiting your approval you will see a yellow notification bar at the top of the Dashboard.

2 You may also access your approvals by tapping the MENU button. The yellow circle shows the number of approvals waiting for you. Approve/Return From Preview The preview allows you to immediately approve or return an entire report. Tap once on an expense report in the list to bring up a preview. If necessary, you can drag the slider on the right to scroll up or down.

3 RETURN FROM PREVIEW Tapping return immediately rejects all line items on the report. Once the approver has entered the required note and tapped RETURN, the entire report will be sent back to the expense owner.

4 APPROVE FROM PREVIEW Tapping APPROVE immediately approves all line items on the report. Once the approver has confirmed the approval and tapped the second APPROVE button, the entire report will move to the next step of the process.

5 OTHER PREVIEW ACTIONS Tap the three dots icon to access other features from the preview screen. Open: Open the report to approve or return individual line items Tracking: See the report s complete path through the approval routing process

6 PDF: Click to view various versions of the report's PDF report: Cover page only Full report Full report with notes and receipts Full report with just receipts View just receipts Approve/Return inside the Expense Report Opening a report will allow you to approve or return line items individually rather than responding to the entire report at once. Double tap on a report in the Approvals Needed list to open it or tap OPEN under the three dots menu item in the upper left-hand corner of the preview.

7 Unless they have compliance warnings, line items are marked as approved (green check mark) by default. You may tap on individual line items to mark them as adjusted or returned, but none of your actions will take effect until you have tapped the RETURN or SUBMIT button at the bottom of the line item first. Adjust Tapping Adjust will allow you to change: Approved Amount Business Purpose Allocation You may also attach an image, drag an existing image from one line item to another or drag an image from a line item to the header (and vice-versa). For more information, see LINE Item vs. Header Images. You will be required to add an Adjustment Note, but you may decide whether to notify the expense owner of the adjustment.

8 Tap SAVE When you have made all the desire adjustments and are ready to complete the approval, tap SUBMIT.

9 Return Return allows you to reject individual line items. To reject all line items, see Return All, below. When you tap RETURN, you will be required to enter a comment explaining the reason for returning the line item to the expense owner. Tapping SAVE will mark the item to be returned but not actually return it. Until you click SUBMIT, the item has not been returned. For example, if you close the report without clicking SUBMIT and then later submit the report via an instant-approval method like Approve from Preview or by clicking APPROVE in the expense approval , an items you had marked as returned will instead be approved. After you click SAVE, the APPROVE button will reappear on the line-item preview to give you the option to undo the return. You must click SUBMIT (after reviewing the other line items on the report) to send the line item back to the expense owner.

10 Return All The RETURN button in the lower left-hand corner of the report s line item list immediately returns all line items on the report, even those marked as approved. When you tap it, you will be required to enter a comment, then tap a second RETURN button under the comment. Reconcile Approvals Users with appropriate permissions will see a RECONCILE button at the top of each line item they have selected for review. You can use this feature to keep track of which line items you have reviewed and which still need attention, even after you have closed and reopened a report. A green check indicates an item has been reviewed and approved.

11 A red arrow indicates an item has been reviewed and returned.

12 Tap the UNRECONCILE button if the item still needs further review. When you eventually submit a reconciled line item, the Reconciled indicator turns blue, indicating that the item has moved to the next step in the approval process.