The Approve Pre-Authorization Request or Approve Expense Report screen lets you see a list of requests/reports that you are authorized to approve. These are the main pages from which you begin the process of reviewing requests/reports so you can approve or reject them on a one-by-one basis.
Do one of the following to access e-xpense approval functions.
While you are 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. If there are pending requests but no pending reports, then the Approve Pre-Authorization Request screen appears instead when you log in.
After you have already logged in: From the upper-left corner of any application screen, click Expense > Expense Approval, then select either Pre-Authorization or Expense Report.
Unlike in previous versions, pre-authorization requests and expense reports appear on separate screens, but otherwise the approval process is the same for both. Below we show an image of the Approve Expense Report screen.
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Click the check box for each status that you want to view requests/reports for, or click the All check box to view requests/reports for all statuses. Note that you cannot view requests/reports that your employees have not yet submitted, meaning those with an Open status. When you access the screen, Submitted and Partially Approved are selected by default, and requests/reports for these statuses are already displayed. New! Prior to this version, you searched for requests/reports by your individual status: pending, approved, or rejected. Now you search by the absolute status for all approvers. New! Prior to this version, you could either review all requests/reports regardless of status, or you could review requests/reports for only one status at a time. You could not select a custom group of statuses. New! Among the statuses that you can select is My Partially Approved, meaning requests/reports that have received at least one approval but less than the full number of required approvals, and you are one of the approvers who has approved them. To view these, you must also select the Partially Approved check box. |
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Lets you select an approver who has delegated approval authority to you, so you can approve or reject his/her requests/reports as if they were your own. When you select a delegating approver, you view that approver's set of requests/reports in addition to your own. The Delegated By column (see 15) helps you distinguish delegated requests/reports from your own. The list shows only those approvers who have delegated to you. If no approvers have delegated to you, then the list displays, "No delegation." New! To view all requests/reports that you are authorized to approve, including both your own and those for all approvers who have delegated to you, select All approvers from the list. This option appears only if more than one approver has delegated to you. Prior to this version, you had to go to a separate screen to select a delegating approver for viewing his/her requests/reports. To return to viewing only your own requests/reports, select the Select a delegating approver option from the list. Prior to this version, you had to click a View My Records button. |
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These tabs let you quickly switch between approving pre-authorization requests and expense reports. |
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After you select statuses (see 1) and/or a delegating approver (see 2), click Retrieve to change the list to display requests or reports that match your selections. |
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After you click check boxes for requests or reports (see 7), click here to open them for approval/rejection. The View Pre-Authorization Request or View Expense Report screen appears with the first listed request/report among those that you selected. Prior to this version, you could review only one request or report at a time; you could not create a review list. |
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Click to print the request or report approval data. Approve Pre-Authorization Request and Approve Expense Report are two of many screens that now let you print data. |
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Click the check box to the left of each request or report that you want to review for approval/rejection, then click Review Selected (see 5). Note that you can click the check box above the list to select all requests or reports on the screen. |
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To review one request or report for approval/rejection, click Select to the left of it. It opens on the View Pre-Authorization Request or View Expense Report screen. |
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Request number or report number. By default, the approval list is sorted in ascending order by request/report number. You can sort by any column heading, in either order:
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Brief description that the employee entered for the request or report. |
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Name of the employee to whom the request or report belongs. |
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Date when the employee submitted the request or report. |
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Total amount that the employee entered on the request or report. |
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Request/report status, which corresponds to the selections that you can make under Status(es) described in 1 above. New! If you have already approved the request or report, then you can see an |
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If applicable, you can see the approver who delegated this request or report to you. See 2 above to find out how to select a delegating approver to view requests or reports for his/her employees. |
ascending arrow appear to the right of it.
descending arrow appear to the right of it.
icon to the right of the status.