Disapproving an Expense Report

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Occasionally, you may need to disapprove an expense report due to policy violations or other issues. A disapproved expense report is sent back to the submitter's Drafts folder where they can make edits and resubmit their expense report. 

Step 1: On your account home page, select the number of items under 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, click the Employee name or the view (document) icon under the View column. This will open the expense report in a new browser window.

Step 3: To disapprove the entire expense report, select Disapprove Expense Report next to Actions. When you select Disapprove Expense Report, a popup will advise you that the expense report will be sent back to the submitter, and will ask you to confirm the disapproval. Click Yes to continue the disapproval process.

Step 4: By selecting Disapprove Expense Report, an email preview will be displayed where you can enter text for the submitter in the Enter your comments in the field provided. Click Next to complete the disapproval process.

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Comments

  • Avatar
    Olga Acuna

    It does not explain where the employee will be able to retrieve and fix the report to be resubmitted

  • Avatar
    Jillian McLeod-Tardiff

    Hi Olga,
    Disapproved expense reports will be sent back to the submitter's Drafts folder where they can edit, remove, or add expenses or receipts.
    -Certify Support

  • Avatar
    Kelly Finneran

    I have 2 declined that were not returned to the drafts folder. How can I edit these?

  • Avatar
    Jillian McLeod-Tardiff

    Hello Kelly,
    I will reach out via email to provide more information.
    -Certify Support

  • Avatar
    Leah Casey

    As a processor, is it possible to go back (through one of the programs in Analytics) and view a disapproved expense report AFTER you've already disapproved it?

  • Avatar
    Jillian McLeod-Tardiff

    Hi Casey,
    Disapproved expense reports will be sent back to the submitter's Drafts folder. As a Certify Accountant, you can use the Expense Reports Pending report in your Analytics folder to locate and view the expenses on a Draft. I will follow up via email to provide more info.
    -Certify Support

  • Avatar
    Megan Millward

    Hi there, We are in the process of testing at the moment- we found that if you reject an entire report it goes back to the draft of the submitter but if you disapprove just one line, there is no way to go back and edit this, it is lost? Can you please clarify? Why is there no option to edit one line if it is disapproved?

  • Avatar
    Jennifer Richardson

    Hi Megan,
    If you would like an expense on a report to still be edited while it is in the approval process, you can send the submitter an inquiry and allow them to edit the expense. You do not have to disapprove the expense. This Help Center article can assist you with how to send an inquiry: https://help.certify.com/hc/en-us/articles/203329600-Sending-an-Inquiry

    -Certify Support

  • Avatar
    Kmichel

    Hi,
    Can a Accountant role go back and disapprove an expense report that has already been approved in error?

  • Avatar
    Kimberly Glenn

    Hi,

    Accountants are able to disapprove an expense report. Any time the report moves on to a new approver, the current approver is able to disapprove the report.

    -Certify Support

  • Avatar
    Billing

    Hi,
    If a report is approved in error, can it be returned to be disapproved and corrected?

  • Avatar
    Laura Ramage

    Hello!

    Certify Support can unprocess reports at the request of the Administrator or Accountant by the Approval Code. I will also follow up via email.

    -Certify Support

    Edited by Laura Ramage
  • Avatar
    Darcy Peterson

    To be sure I am understanding the different options, is the following correct:
    -If you disapprove an entire report, it returns to the submitter's draft
    -If you disapprove one item and forward the report for approval, it will zero the one item and forward the remainder of the report for processing (the item is not returned to the submitter
    -If you send an inquiry, without approving a report, the submitter can answer your inquiry before you forward the report
    -If you send an inquiry and ALSO forward the report for processing, the item with the question is also approved and processed.

  • Avatar
    Kimberly Glenn

    Hi Darcy,

    -If you disapprove an entire report, it returns to the submitter's draft: Correct, the report will return to the Drafts folder as-is.
    -If you disapprove one item and forward the report for approval, it will zero the one item and forward the remainder of the report for processing (the item is not returned to the submitter: Correct, the user can return to the report and make a copy of the receipt, though, if they'd like to try and resubmit.
    -If you send an inquiry, without approving a report, the submitter can answer your inquiry before you forward the report: Correct.
    -If you send an inquiry and ALSO forward the report for processing, the item with the question is also approved and processed: Correct!

    -Certify Support

    Edited by Kimberly Glenn