Approve Expense Reports

If you are a supervisor, use the Approve Expense Reports screen to approve expense reports.

Location

The Approve Expense Reports screen is located in the Expense module.

To display the Approve Expense Reports screen, complete the following steps:

1. Click Time & Expense > Expense > Expense Reports > Approve Expense Reports.

Contents

Filter By

Field

Description

Filter By

Use the options in this drop-down list to select parameters for displaying expense reports in the expense reports table on this screen. Choose from the following options: Status - Select this option to display only those expense reports by status. These include Draft, Submitted, Approved, Rejected, and others. Outstanding Tasks - Select this option to display expense reports that meet the criteria you specified in the Status section (for example, Approve, Review, Attached, and Record).

Criteria

When you open Approve Expense Reports, the application by default displays all expense reports for the current year, and all groups for which you as supervisor are responsible, and all expense authorizations with a status of Submitted and Under Review. To narrow the list of employees down to certain groups, use the Select Employee Groups subtask.

Field	Description
Function	This field displays your functional role. If you have more than one functional role, you can use Query to look them up.
Group	If All is selected, expense reports for all groups in your organization display. If you choose Selected, use the Select Employee Groups subtask to select the group.
Type	Enter the type of expense report. When you enter the initial letters of the expense report type, a drop-down list displays with matching results. You can also for additional expense types.
Filter	Choose a filter to narrow your search results. Parameters from the drop-down list include Last Name, Expense Report ID, and Expense Authorization ID.
Special Filter	Drop-down list options include None, Missing Receipts, Over Ceiling, Unallowable, Interim Signature.
Start Date	Use to select the first day of the trip covered by the expense report.
End Date	Use to select the last day of the trip covered by the expense report.

Status Options

Field	Description
Status	The selections in this section enable when Status is selected from the Filter By drop-down list. The default selections, Submitted and Under Review, filter the results based on submitted expense reports awaiting approval. You can also select from Draft, Approved, Rejected, Processed, and Voided.

Task Type Options

Field	Description
Task Type	The selections in this section enable when Task Type is selected from the Filter By drop-down list. You can select from Approve Expense Report, Approve Charge Allocation, Approve Attachments, Review, Attach, and Record.
	To include expense reports with optional tasks in the results set, select the Include Optional Tasks check box. To exclude expense reports that contain optional tasks, clear the check box.
	Excluding optional tasks can significantly narrow the number of results returned and also improve system performance.

Counts

Field	Description
Expense Report Status Totals	After you specify your parameters and click , the updated totals for each expense report status category display here.

Select Employee Groups Subtask

This subtask table displays the employee groups. If you chose Selected from the Groups drop-down list, use this table to select the groups you want to include.

Field	Description
Select	A check mark indicates a row is selected and will be included when generating report results. Click the check box to select or clear a row.
Group	This field displays the group category. If you do not see the group you want, use to search for it.

Manage Expense Report

To learn more about other sections of the form, see help for Manage Expense Report.