Expense Receipt Approval

After an expense receipt has been taken off hold and submitted for further processing, it gets the Pending Approval status and requires approval by an authorized employee only if all of the following conditions are met:

  • The Expense Management feature is enabled on the Enable/Disable Features (CS100000) form.
  • The Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form.
  • An approval map is selected for expense receipts in the Expense Receipt Approval Map box on the General Settings tab of the Time and Expenses Preferences (EP101000) form.
  • The receipt meets the conditions specified in the approval map.

If any of the above conditions is not met, the receipt is considered by the system as preliminarily approved. (That is, it is assumed that the proper steps needed for approval have not been taken or this receipt does not need to be approved, so approval should be skipped.) As a result, the receipt gets the Open status and can be claimed. For details, see To Generate Expense Claims.

Note: If the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form, the system allows you to configure the approval of both expense receipts and expense claims; however, the requirement to approve the same expenses twice may involve too much redundancy in effort. For effective processing of expenses, it may be sufficient to configure approval of only one type of expense document. For example, if you want all expenses related to a particular project to be approved by the project manager, you can configure approval of only expense receipts associated with the project.

Approval or Rejection of Expense Receipts

You can approve an individual expense receipt you are viewing by using the Expense Receipt (EP301020) form. The Approve or Reject command can be applied to a receipt assigned to you or to a member of a workgroup at a lower level in the company tree than your workgroup.

Also, receipts can be approved on the Approvals (EP503010) form, which is available only if the Approval Workflow feature is enabled. If you have access to this form, you can view receipts in accordance with the visibility rules applied to all documents listed on this form (that is, you can view the receipts assigned to you, to the members of your workgroup, and to the members of the workgroups at lower levels in the company tree than your workgroup). You can approve all listed documents at once by clicking Approve All on the form toolbar, or you can approve only particular documents by selecting those documents and then clicking Approve.

Note: Although you can use the Approvals form to approve expense receipts assigned to other members of your workgroup, you cannot view the details of these receipts on the Expense Receipts form because of restrictions of user access. For more information about user access to expense receipts, see Expense Receipts.

If a receipt included in a claim has been rejected or put on hold, it remains associated with the claim. You will not be able to submit this claim for further processing until the rejected receipt is either removed from the claim or approved after any necessary adjustments have been made.

Once a claim is approved, it can be released.