You can decide who e-xpense emails when an approver rejects a pre-authorization request or expense report. You can also choose to suppress all e-xpense-related emails to employees.
You have the following choices—on a form-by-form basis—for sending automatic email notices for e-xpense actions.
By default, an employee receives an email when a request or report belonging to him/her is rejected, fully approved, changed by an approver, and created or changed by a group expense keeper. You can tell e-xpense to suppress all emails to employees related to e-xpense actions. This can be useful if you have employees in your company who never enter their own expenses into the system and hence cannot view or take action on their requests and reports.
You can select to email the creator of the request or report when it receives a rejection. The creator can be either the employee or a group expense keeper. When we say group expense keeper, we mean the one who clicks Finish Mass Entry on the request or report.
Note: These settings have no impact on the emails that e-xpense sends to approvers under a variety of circumstances. e-xpense always sends these emails to approvers as long as automatic emails are activated on the Parameter Setup screen.
Examples of using the two email settings for rejections
The two email settings are independent of each other regarding rejections. For example, let’s say that a group expense keeper creates an expense report for an employee, and the report gets rejected. Depending on your settings, the emails can have the following outcomes.
Click both check boxes: Both the employee and the group expense keeper receive an email.
Click neither check box: Neither the employee nor the group expense keeper receive an email.
Click only Notify Employee: Only the employee receives an email.
Click only Notify Creator of Rejects: Only the group expense keeper receives an email.
On the other hand, if an employee creates the expense report for him/herself, and you click Notify Creator of Rejects but do not click Notify Employee, then the employee would still receive an email about the rejection.