Workflow Status Section

The Workflow section of the expense report form displays all the tasks that are required or optional for the expense report. These include tasks for approving or rejecting the expense report if you are authorized to do so, and adding required attachments, such as expense receipts. The status of each task is also indicated.

After you submit an expense report form, this section automatically opens if attachments, such expense receipts, are required.

Certain tasks, such approving or rejecting an expense report or attaching expense receipts, do not display until the expense report has been submitted, and if required, signed.

To complete a required or optional task, click the icon that displays for that task in the Action column.

Tasks Filter

From the Tasks Filter drop-down list, select the option that will display the tasks you want to view. The tasks can be filtered in the following ways:

• My Open Tasks — Select this option to display only those tasks assigned you and only those that have a status of Pending . In this view, for example, the Approve and Reject tasks would not display for your own expense report. However, if attachment tasks are pending, those will display.

• My Tasks — Select this option to display only those tasks assigned to you and which have a status of Pending or Completed . This view displays all the tasks that were assigned to you, but tasks that others must complete, such as approving the expense report, do not display.

• All Open Tasks — Select this option to display all tasks associated with the expense report that have not yet been completed. In this view, your own open tasks display as well as tasks assigned to others or those that.

• All Tasks — Select this option to display all tasks, pending and completed, for all roles.

The tasks that display depend on the status of the expense report. For example, in Draft status, the Create and Submit tasks may display, but the Attach and Approve tasks do not.

Show Task Details

To view the details associated with either a completed or due task, select the check box next to the desired task and click .

• Fields in the Completed Task screen include:

• Due Date/Time — Date and time when the task was completed.

• Completed By — This field identifies the person who completed the task.

• #of Notifications — This field displays the number of notifications .

• Completed Date/Time — This field displays the date and time the task was completed.

• Reason for Rejection – This field displays the reason an expense report, expense authorization, or attachment was rejected  

• Fields in the Due Tasks screen include:

• Due Date/Time — Date and time by which the task needs to be completed.

• Refresh — Click Refresh to update the assignment list based on task and current group assignments. This does not apply to user directed tasks.

• Row Selector Check box — Select the check box to assign the task, or clear the check box to un-assign the task.

• Role — The field identifies the role of the person to whom the task is assigned

• Type — This field identifies the type of assignment, including:

• • Primary

  • Backup

  • Delegate

  • User Directed

Primary Role

This field displays the functional role of the person who has primary responsibility for completing the task.

Task

This field displays the action that is pending for a given tasks. Possible actions include:

• Create

• Submit

• Approve

• Attach

• Review

Task Item

This field displays the item upon which the action is pending.

For example, if the pending tasks is approval of an expense report the task item is “Overall ER.” Other possible items include:

• Charge allocation ID

• Quotes

• Receipts

• Task Rule

Expense/Charge

This field indicates the type of expense or the charge in which the task needs to be performed. The expense and charge descriptions derive from the Expense Category and Expense Type respectively.

Amount

This field indicates the amount of the expense in which the task needs to be performed. This field will only contain a value if the task is to Attach or Approve an attachment.

Currency

This field indicates the currency in which the expense was incurred. This field will only contain a value if the task is to Attach or Approve an attachment.

Rule

This field indicates whether the task is required or optional.

Status

This column displays the current status of the task. The status is represented by one of the following icons:

• Pending is represented by

• Task in Process is represented by

• Completed is represented by

displays for only for Attachment tasks, where a coversheet was printed, but the fax has not yet been received.

Action

This column displays the available actions you can take for the task. Each action is represented by an icon that displays in the Action column. Click the icon to take action on a task. The following actions and icons display in this column:

• Approve — Click to approve an item. Items available for approval depend on your role and may include the following:

• Overall Expense report

• Charges allocations

• Receipts

• Reject — Click to reject an item. The Reject Task dialog box displays, where you must provide a reason for rejecting the item and click Reject.

• Attach — Click to attach the required item, such as a PDF of expense receipts. After you click , the Attach screen displays. Learn more about attaching files in the Attach screen. After the Attachment task is completed, the following icons display in the Action column for that attachment:

• Edit

• View

• Delete

• Record — Click to record an attachment.

• Unrecord — Click to unrecord an item that was previously recorded.

If the status of a task is updated automatically, the Action field is empty and no icon displays. For example, a Submit task may display, but the status is updated automatically, after you submit the expense report.