Quick start: Approving expense forms

To approve expense forms

1. Follow the steps for logging in. There are two ways that you can access e-xpense approval functions.

• While logging in: In the Go to dropdown list, select Approve expenses. The Approve Expense Report screen usually appears; you can click the Pre-Authorization tab if needed.

• After you've logged in: From the upper-left corner of any screen, click Expense > Expense Approval, then select either Pre-Authorization or Expense Report. Either the Approve Pre-Authorization Request or Approve Expense Report screen appears.

2. By default, the screen displays submitted and partially approved forms awaiting your review. If desired, click the check box under Status(es) for each status for which you want to view expense forms, or click All to view all forms in the system that you are authorized to approve. Then, click Retrieve.

3. Do one of the following, depending on whether you want to review one form or multiple forms.

• One: Click Select to the left of the request or report that you want to review. Either the View Pre-Authorization Request or View Expense Report screen appears with the request or report that you selected.

• Multiple: Click the check box to the left of each request or report that you want to review, then click Review Selected. Either the View Pre-Authorization Request or View Expense Report screen appears with the first listed request or report among those that you selected.
  
  The order in which the expense forms appear depends on how you sorted the list on the previous screen; by default, it's sorted by request number or report number. You can select from the Pre-Authorization Request or Expense Report dropdown list to move among the requests or reports.

4. Review the expense form. In addition to the data on the form’s main screen, you can view additional information. Button images appear different if they contain data.
   
   On a pre-authorization request:

• If the employee was away from the office while incurring the expense, click Travel Info and/or Itinerary Info.

• To see a breakdown of the employee’s estimated expenses, click Itemize Cost.

On an expense report:

• View a summary of expense distributions by clicking Distribution Summary. Depending on your company's setup, you may be required to review the summary before you can approve the report.

• View information such as foreign currency, number of attendees, mileage, and an explanation by clicking to the right of a cell.

• If the screen displays a Variance button, you can click it to view the difference between the estimated amount on the request and the amount that the employee entered on this report, as well as the explanation for the variance.

• If applicable, view the request that this report is based on by clicking Review Request.

5. If a password field appears to the left of the Approve button, enter your password here.

6. To approve the expense form, click Approve. e-xpense updates your approval status to Approved.

7. What happens next depends on whether you selected one or multiple expense forms to review in step 3.

• One, or multiple and you approved the last request or report listed: e-xpense returns you to the previous screen. Repeat the above steps to approve additional requests or reports.

• Multiple: e-xpense brings you to the next request or report listed among those that you selected. Repeat from step 4 to approve this request or report.