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 or approve. The list of Expense Claims pending approval can be found in My Approvals, and also approvers will have received an email notifying an Expense Claim has just been assigned 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 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:

• Reviewer\Approver once an Expense Claim has been submitted.

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

Email templates used:

• Notification - EC Approval

• Notification - EC Approved

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.