Page tree
Skip to end of metadata
Go to start of metadata

Once an expense claim is submitted, Finance will receive a notification to approve or decline the expense claim costs. Once Finance approves or declines the Expense Claim, the user who captured the claim will receive a notification under the Completed tab section of the Home page. 

Find out how to:


Step-by-step guide


Approving an expense claim


  1. Open the To Do tab on the Home page.
  2. Select the expense workflow to be approved.

    In this example, {Job 632} Expense 2603 was selected.  



  3. Click the expanded details section of the Workflow to open the Expense Claim.



    The Expense Claim screen appears with the relevant Work Types added. 

  4. Click the External Docs tab to view the attached receipts.

  5. Ensure that the work type amount and the attached receipt amount match. 

  6. Once all items have been checked, the Expense Claim can be approved or declined.  In this case, we are going to approve the claim. 

  7. Click the Approve button.



    You can also click the Action Required button on the Toolbar.

    The Additional Message dialog appears. If you have any additional information, add the comment in the text field. 


  8. Click the OK button to approve this claim.

    Once the Expense Claim is approved, the user who requested the approval will receive a notification and a Supplier Invoice should be created.






Declining an Expense Claim


  1. Open the To Do tab on the Home page.
  2. Select the expense workflow to be approved.

    In this example, {Job 632} Expense 2603 was selected.  



  3. Click the expanded details section of the Workflow to open the Expense Claim.



    The Expense Claim screen appears with the relevant Work Types added. 

  4. Click the External Docs tab to view the attached receipts.

  5. Ensure that the work type amount and the attached receipt amount match. 

  6. Once all items have been checked, the Expense Claim can be approved or declined.  In this case, we are going to decline the claim. 

  7. Click the Decline button.



    You can also click the Action Required button on the Toolbar.


    A Declined Reason dialog appears. 


  8. Enter the reason for declining this claim. 

    In this example, Not enough proof attached. Please attach all supporting receipts was entered.


  9. Click the OK button to decline this claim.


    The Expense Claim status changes to Declined, and the user who requested an approval will receive a notification about the declined claim.

    Once an Expense Claim is declined, the submitter will need to edit the expense claim and resubmit for approval. Editing may depend on how your workflow is set up.