Administrators can review pending and approved expense reports and return a report when changes are needed.

This screen allows you to view expense reports pending approval as well as expense reports that have been approved. From this screen expense reports can be approved, rejected, or even unsubmitted and sent back to the employee to make adjustments. This feature is helpful if an approver is on vacation and does not have access to a computer. In this case, an administrator can approve / reject any pending expense reports. This screen will only show expense reports that are pending approval or that have been approved. It will not show unsubmitted or rejected expenses.

Options and field descriptions #

Employee – To narrow down your search you may supply an employee. This field is optional but is useful when searching for a particular employee's expense report.

Status – To narrow down your search you may supply an approval status. This field is optional but is useful when searching for an expense report in a particular approval state.

Date Range – Specify a date range to find expense reports between those two dates. You have two types of dates to search for: report date and item date. When 'Report Date' is selected, only expense reports with an expense report date within the date range supplied will be returned in the search. When 'Item Date' is selected, expense reports containing expense items with dates within the date range supplied will be returned in the search.

After you select the Search button a list of pending and/or approved expense reports that match the search criteria are displayed. Each expense report may be reviewed by selecting the link under the 'Expense Report Name' column. This feature allows you to view the expense reports prior to approving. After selecting one or more expense reports from the list you are provided with 4 actions to take:

1. Unsubmit Button – Unsubmits the selected expense reports, setting the items in each expense report to a 'Not Submitted' state, and sends them back to the employee to make adjustments.
2. Unapprove Button – Unapproves the selected expense reports. Unapproving an expense report puts the expense report back into the 'Pending Approval' state.
3. Approve Button – Approves the selected expense reports.
4. Reject Button – Rejects the selected expense reports.

Approving or Rejecting an Employee's Expense Report #

1. Browse to Admin, select Expense Reports, and then select Administer Expense Report Approvals.
2. Optional: Select an employee from the list provided.
3. Specify a date to search for expense reports containing the date you specify here.
4. Select Search.
5. Select the expense reports you wish to approve, reject, unapprove, or unsubmit by placing a check in the checkbox next to the expense report.
6. Select the appropriate action: approve, reject, unapprove, or unsubmit the selected expense reports.