Approving an Expense Report

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When an expense report is submitted for approval, the approver receives an email alerting them that an expense report is awaiting their approval. This article shows you how, as a Manager, to approve expense reports.

Step 1: On your account homepage, select My Approval Requests

Step 2: On the next page, you will see all of the expense reports awaiting your approval. To view a specific expense report, select the Employee name or the view (document) icon under the View column to open the expense report in a new browser window.  

Step 3: On the next page, you will see options for different detail views. Click the view icon to expand or collapse the expense details.

To view a receipt in an expense line, click the view (document) icon under the Receipt column. A red exclamation mark under the Receipt column indicates that there is no receipt image attached to the expense line. A green checkmark in the Receipt column indicates that there is no receipt image attached to the expense line, however, no receipt is required for this expense according to your company’s policies. 

To view vendor and location details, click the arrow (>) under the Details column. A red exclamation mark under the Details column indicates that the expense may be out of company policy.

Step 4: If you have a question about an expense line, or about the expense report, there are several actions available under the Other Actions menu. To access this menu, click the arrow (>) under the Approval column and select the item name. 

Step 5: To approve the entire expense report, select Approve All next to Expenses. To approve specific expense lines, click the green checkmark under the Approval column for that expense line. After approving, select Submit for Reimbursement to send the expense report to the next approver. 

Step 6: By clicking Submit for Reimbursement, an email preview will be displayed. Enter text in the Enter your comments field as needed for the next approver. Click Submit to complete the approval process.

 

 

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Comments

  • Avatar
    Disbursements

    Hello I have an employee that is not able to submit her expense report an error message is coming up can you help me out? "The other field may not be filled out unless the other category is selected" Thanks Linda Kinyon

  • Avatar
    Andrew McFarland

    Hello Linda,

    This sounds like a company specific setting causing an issue. I'll reach out via email to assist further.
    -Certify Support

  • Avatar
    Leah Casey

    When a manager approves an expense report and sends it on for processing (submit reimbursement) - and puts comments in the email body, who receives those emailed comments?

    Just the Processor? Or also the employee who just had their expenses approved?

  • Avatar
    Candice Camfferman

    Hello Leah,

    The email will be sent to the Processor with the entered comments. The employee will also receive an email notification stating their expense report has made progress.

    -Certify Support

  • Avatar
    Leah Casey

    Hi Candice, So the employee will never see the comments made by the person approving it? Can I suggest that be put in the suggestion box for a future change? Thank you

  • Avatar
    Candice Camfferman

    Hello Leah,

    Only the Accountant will see the comments entered in the email when the Approver submits for reimbursement. I will follow up with you via email with more information.

    -Certify Support

  • Avatar
    lcipolla

    Once a report has been submitted for reimbursement, where can I go to view/print the report once it is no longer visible on my home page?

  • Avatar
    Candice Camfferman

    Hello Lisa,

    To view reports you've approved, select Analytics>Travel and Expense Analysis, click My Team's Expense Reports. You will be able to search by Date range, Employee, and or Department.

    -Certify Support

  • Avatar
    Gena Felder

    I have approved all the expenses for someone, but I don't get the submit for reimbursement button, only a button to process the report. If I process the report then the accountant doesn't see it.

  • Avatar
    Kimberly Glenn

    Hello Gena,

    Users with an Accountant role will see, 'Process Report' while users with a Manager role will see, 'Submit for Reimbursement'. I have followed up via email to follow up with additional information.

    -Certify Support

  • Avatar
    Rachel Vernon

    How do I approve an expense that I submitted Inquirys on , and now the person has responded, but I no longer have the option to press approve?

  • Avatar
    Jillian McLeod-Tardiff

    Hello Rachel,
    We'll reach out via email to provide more information.
    -Certify Support

  • Avatar
    Olivia Lopez

    How long should a manager hold a request for reimbursement before it is submitted ?

  • Avatar
    Tripp Richardson

    Hello Olivia,
    We'll reach out via email to provide more information.
    -Certify Support