Contents of the Approvals Form

Use this form in Expense Settings to require that expense reports go through an approval process, and enter settings for the approval process.

Contents

Field	Description
Company Name	If you use multiple companies, the name of the active company displays at the top of the form. You turn on expense report approvals for each company.
Use Expense Approvals	Select whether or not to use an approval process for approving expense reports. You must have at least one employee set up in the Employees hub before you can select Yes. If you have been using an approval process for expense reports and then change Use Expense Approvals to No, all in-progress approvals are canceled.
Approval Workflow	If you select Yes to use expense approvals for expense reports, select the approval workflow to use. An approval workflow identifies the steps in the approval process, the employees who are assigned to each approval step, and the notification alerts to send for each step, to keep the approval process on schedule. You can select one of the approval workflows that comes with Vantagepoint: Expense Report Default: An employee's supervisor must approve the overall expense report. Expense Reports & Lines Default: An employee's supervisor must approve the overall expense report and project managers must approve individual line items for projects on an expense report. Expense Line Default: Project managers must approve individual line items for projects on an expense report. You can also create your own approval workflows in Settings > Workflow > Approval Workflows, in the desktop application. After you create an approval workflow for expense reports and give it an Active status, it displays in the drop-down list in the Approval Workflow field on the Approvals form. If you use an approval workflow that requires line items on expense reports to be approved, you can override the requirement for the line item approvals on a project-by-project basis in the Projects hub. If you have been using an approval process for expense reports and you change the approval workflow in this field, the approval process for any existing in-progress expense reports will be restarted using the new approval workflow.
Approval Administrator	If you select Yes to use expense report approvals, select the employee who will have administrative responsibilities and provide assistance for approval workflow processing. If the approval workflow that you entered in the Approval Workflow field on this form already has an approval administrator assigned to it in Settings > Workflow > Approval Workflows in the desktop application, the name of that approval administrator prefills in the Approval Administrator field on this form. If you change the prefilled approval administrator in the Approval Administrator field on this form, the approval administrator is also changed in Approval Workflows Settings for the approval workflow. The approval administrator can: Edit workflow steps in Approval Workflows Settings when there are in-progress approvals. Reassign employees to an approval step when there are approval workflow failures. These failures occur whenever an approval assignment cannot be made to the employee (role) who is specified for an approval step. The approval administrators must: Have an Active status in the Employees hub. Have role security that gives access to Expense Reports and Approval Workflows Settings. Be specified as an approver of a step to take approval action for an approval workflow step. Alternatively, an approval administrator can reassign an approval step to themselves, so that they can approve a record for a step. If you use multiple companies, you can enter an employee from any company in this field. The Employee lookup in this field includes employees from all of your companies.