Authorising a claim
If you are managing other claimants, when you login to MyExpenses you will have an additional box on your Dashboard for claims requiring authorisation by you.
You will also have an additional are in the side Menu.
There are other levels of authorisation, but this page looks at the Manager level. Draft claims from your team will be assigned to you as their manager for authorisation.
To start this process, navigate to the Authorise area from the side menu, or click on Authorise claims from the Dashboard. You will see a list of all claims awaiting authorisation.
There is a filter option to search for a specific claim ID or claimant. Use the Refresh button to show the reduced list.
You can now also filter on the claims that are awaiting your approval only, this is very helpful in situations where there are multiple managers approving claims.
When selecting the Show lines Requiring approval filter, the claims which have already received approval from you, but are awaiting approval from another manager will no longer be visible.
When Show all claim lines are selected, this will show all claims that have been assigned to you for approval, even if you have approved your part of the expense claim.
Click on the claim ID or pencil icon to enter a claim.
The summary section at the top can be expanded to show the number of lines in the claim and their status. If a claim requires authorisation by more than 1 person the usernames and number of lines will be listed in the Authorisation section of the screen.
This screen will also show the existing lines of the claim as shown below.
You will see the claim has a Decision Needed status. When going through the approval process each line will update with an approved/denied status as per your decision.
If there is a receipt attached to the line, it can be opened.
It is also possible to split claims at the manager level. This means that a manager can approve lines of the claim, whilst denying others, and process this.
The line that has been approved will move on to the expense/finance level and the remaining line that has not yet been approved will remain in the manager approval window.
This is especially useful when more than one manager is approving the claim, lines can be processed for payment before other managers have approved.
Use the Notes section underneath the claim to view or add notes.
Approve all/Deny all
If there is enough information in the list view you can use the Approve all or Deny all buttons to update all claim lines. If more information is needed use the blue Additional Information drop down button to expand the claim screen and display more details for each claim line.
Certain details within the claim can be edited by the Manager.
This can be done in the View additional information area.
Click the Pencil icon in order to edit any information on the claim line such as VAT, project codes and any other coding.
If you need to deny a claim line, click on the Deny button next to the claim.
You will then be asked to give a reason and can add any notes. The claimant will be able to see the reason/notes when the claim is returned to them.
When all lines have been reviewed, use the Submit button at the top of the screen to finalise the claim and move it through the workflow.
First you will have to agree to the Managers Terms & Conditions, use the Submit button to move the claim onto the next level.
The claims you have approved will pass to the Finance or Expense Team (depending on setup) for payment (or the next workflow level). Any denied lines will be returned to the claimant for review.