Overview:

Once an Expense Claim has been completed by the user claiming it and submitted, this Expense Claim will become available for the Reviewer/Approver to review and or approve. The list of Expense Claims pending approval can be found in My Approvals, Expense Approvals screen and also approvers will have received an email notifying an Expense Claim has just been completed and is waiting for approval.

Multiple users can be set as approvers for the same Timesheet Groups. And an approver can only see claims from employees that are part of a Timesheet Group that he or she has approval authorities on.

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Screen Guide:

The Expense Claim Approval screen will display by default the list of Completed Expense Claims which have not been Approved but can be approved by the User, with Claim Dates earlier than today's date.

The default sort order is by Person by Date. The sort order can be changed by clicking any of the Column labels. The selection of 'Apply Filter' will retain the sort order when returning from approving the claim.

Only Completed Expense Claims can be approved. The claim can only be flagged as Complete by the person creating the claim or by a person with Administrator rights.

The Approver can drill into an Expense Claim to review the detail, but not to change it. An Administrator may review the detail and make changes.

An Approver (Primary or Secondary) cannot approve their own Expense Claim.

To Approve an Expense Claim, drill into the Expense Claim, peruse the Claim, click the Approved checkbox on the Expense Claim screenassigned to them to action. These email notifications can be switched on and off with setting 'Expense Claim Workflow Email Enabled'

Screen Guide:

From My Approvals, the reviewer/ approver will navigate to the Expense Claim, and can review or approve with the buttons available. The current Workflow assignee with the permission “Expense Claim Admin Review/Approval“ can edit an Expense Claim if necessary. Workflow Types and Workflow Derived limits are not supported on Expense Claim Workflow Schemas.
Job Transaction records are created when an Expense Claim is Approved. They are deleted when an Expense Claim is Un-Approved. The Workflow history can be viewed from [Workflow|Msgs] button.

An Expense Claim may not be Un-Approved if the Batch(s) has been 'exported', marked 'not for export' or the Transaction Line 'sold'invoiced.

Effect of Approval:

When an Expense Claim is Approved it will:

• Not be editable

• For Purchase Activity type lines;
  If the Control Parameter 'Expense Claims Default Batch No' has a value then Approval will create an Accounts Payable invoice in that Batch No for the 'Expense Company' on the People record for the Person on the Expense Claim.

  If the Control Parameter 'Expense Claims Default Batch No' has no value then Approval will create the invoice in a system created AP Invoice batch, in the Financial Company of the Employee as the basis for reimbursement of the Expenses to the Employee. There will be an open batch automatically created for the AP Invoices. If this batch is Closed, then a new batch will be automatically created on Approval of the next Expense Claim.

• Approval creates Job Transaction lines attached to this invoice, thereby expensing the claim costs to the appropriate jobs. Note that until the Expense Claim is Approved there are no costs reflected on the Job.

• For Disbursement Activity Type lines;
  Approval creates Job Transaction lines, thereby expensing the claim costs to the appropriate jobs. Note that until the Expense Claim is Approved there are no costs reflected on the Job.
  The Disbursement type JobTransaction lines created will be added to an existing Adjustment batch for the Accounting Period, or if a batch does not exist, to a new batch.

• The AP Invoice batch and the Disbursement batch need to be exported to the financials in the normal way.

Email notifications:

An email notification is sent to:

• Approvers Reviewer\Approver once an Expense Claim is marked as Completehas been submitted.

• Requester, once the Expense Claim has been marked as Approved and/or marked as Paid.

Email templates used:

• Notification - EC Approval

• Notification - EC Approved

Next Steps:

Where delegation is used:

The Expense Approvals screen will display Expense Claims for people in Timesheet Groups where the logged in user is the Primary Approver (in black), or the Secondary Approver where approval has been delegated (in colour).

Where delegation is not used:

If the Control Parameter 'No Approval Delegation' is set to Yes, then the displayed list will always display Expense Claims for people where the logged in user is the Primary Approver (in black), or the Secondary Approver (in colour), even though there has been no delegation to the Secondary Approver.

Next Steps:

The Expense Claim can be manually flagged as Paid by an Administrator, from the Expense Administrator screen. Or it could be automatically be flagged as paid if the integration with the financial system supports this.