Approve/Decline an Expense Claim

  • Updated

This guide is designed for Delegated Approvers responsible for reviewing and finalizing expense claims. As an approver, you have the authority to not only approve or decline claims. But also to edit them directly, to ensure data accuracy before they flow to the ERP for payment.

 

Approver Quick Reference

ActionWhen to UseResult
ApproveInformation is correct and compliant.Moves to next approval step or "Approved" state.
DeclineMajor errors; user needs to redo the claim.Returns to user; they can Copy to resubmit.
EditMinor typos or wrong account codes.Corrects the record immediately for faster payment.

TIP:

Proactive Approving: Editing a claim to fix a small error (like a typo in the business purpose) is often faster than declining it, as it avoids the need for the user to resubmit and for you to re-approve the entire claim.

 

Accessing Pending Expense Claims

To find expense claims awaiting your review:

  1. Select the Tasks menu (top right) and click the Approvals tab.
  2. Click Select All to view the full approval dashboard.

 

  1. Select the Expenses tab.
  2. Locate the specific claim using the Expense/Claim Number field or use the Filter icon () to narrow down the list.
  3. Click Search.

 

Approving or Declining a Claim

  1. Click on the Claim Number to open the view screen.
  2. Review the details, receipts, and coding.
  3. Click Approve/Decline.
  4. Reason Box: Enter a message for the submitter.
    • Tip: Always provide a detailed reason if declining so the user knows what to fix.
  5. Select either Approve or Decline.

 

Editing an Expense Claim

If a claim has minor errors (such as incorrect coding or missing attachments), approvers can fix these details directly. Rather than declining the claim and starting the process over.

 

How to Edit

  1. Open the claim and select More Actions > Edit.

 

  1. Header Details: You can update the Bill To and Ship To information.
  2. Line Items: Scroll down to the specific expense line.
    • Select Actions > Edit.

 

  • Update the tax amount, category, or description in the pop-up window and click OK.
  1. Finalizing Edits: You must click Save at the top of the screen to apply your updates before you can proceed with approval.

 

Adding Attachments

  • Approvers can add missing receipts or supporting documentation while the claim is in a Pending state.
  • Note: The original submitter can also add attachments even after the claim is Approved.

 

What's Next/Related

  • You can also watch a short video on this process: