Changing employees’ expense forms

As an approver, you can change an employee's pre-authorization request or expense report if the form's setup allows it. Depending on the defaults set by your administrator, you can have one of the following permission levels.

• Cannot make changes.

• Can change only job numbers.

• Cannot change a report if it is already fully approved at your approval level or at any subsequent approval levels. This option is possible only for reports, not for requests.

• Can change any data on the request or report.

Your change permission levels may vary, depending on the form. For example, you may be able to make any changes on a travel request, but not make any changes on a request for materials.

After you change an expense form, you can approve the form as you normally would. Or, you can reject the form if you would like the employee to make further changes and then resubmit it.

The system sends an email about your changes to any approvers who had already approved the expense form. Those approvers will have to approve the expense form again.

To change an employee expense form

1. Follow the steps for retrieving and opening an expense form for approval.

2. Click the Edit Pre-Authorization or Edit Expense Report tab, depending on whether you are viewing a request or report. If the Edit tab is not clickable, that means that no changes are allowed.

3. From the Edit Pre-Authorization Request or Edit Expense Report screen, make your changes to the request or report.
   
   Hint: On an expense report, you can click below a date to remove the entire date and its associated column information.

4. If you are changing an expense report and need to make changes to any expense distribution data, do the following.

1. Access the Expense Distribution screen for the appropriate cell, date, or category, or for the entire report.

2. The first distribution line is automatically active. To change an additional distribution line, click Edit to the right of the line.

3. Change data as needed, which can include the org9, job number, percentage, or amount.

4. Click Update to the right of the distribution line to apply all of your changes to it.
   
   If you need to undo any changes to a distribution line before you apply them, you can click Cancel to the right of the line.

5. To delete a distribution line, click Delete to the right of the line.

6. When you are finished changing expense distribution data, click OK.

5. Click one of the following to save your changes.

• Approve: Select this option if you do not want the employee to take any further action on the expense form, though s/he can still review your changes if s/he wishes.

• Reject: You can reject the expense form to force the employee to review your changes, make further changes according to your explanation, and then resubmit the expense form.