Expense Report Settings for Line Item Approval

Expense Report Line Item Approval enables principals, project managers, and/or supervisors to review and approve (or reject) all expense charges entered for their projects.

Approvers can:

• Verify that the expenses charged are accurate and appropriate for the projects specified.
• View only expenses charged to their individual projects, not actual employee Expense reports.

You can set up line item approval for all projects, only regular projects, only overhead projects, only promotional projects, or any combination.

Configuration Settings

To turn on the Expense Report Line Item Approval feature for your company, use the Approval Level option on the Approvals Configuration form in Configuration > Workflows > Approval Workflows

Configure expense report line item approvals on the Company Expense Report Configuration form in Configuration > Time & Expense > Company Expense.

Expense Line Item Approval vs. Expense Approval

Expense report line item approval is a separate function from expense report approval.

• Expense Report Line Item Approval — Use this feature if you want your principals, project managers, or supervisors to approve individual expense report line entries. This is a company setting.
• Expense Report Approval — Use this feature if you want designated approvers to approve entire employee expense reports, including all entries on each expense report. Select the Use Approval Workflow for Employee Expense Reports option on the Setup tab of Company Expense Report Configuration form in Configuration > Time & Expense > Company Expense. This is a company-specific setting.

You can require one of the following:

• Expense report approval only.
• Line item approval only.
• Both expense report and line item approval.
• No approval.

If you do not require either type of approval, you can post expense reports with a status of Submitted.

Related Alerts

After you set up the Expense Report Line Item Approval feature, you can set up alerts on the Workflow tab of the Approvals Configuration form in Configuration > Workflows > Approval Workflows.

You configure notifications for the approval workflow steps in the Actions grid. Select a step in the Approval Steps grid and then click Insert on the grid toolbar to see a list of all available notification types.