Checklist: Configure and Enable Approvals for Employee Expenses

Use an approval process based on an approval workflow for employee expenses (expense report or expense line item approvals).

Follow these steps to set up and enable approval workflows for Time & Expense > Expense Report and Time & Expense > Expense Line Approval.

Step	Description	Location in Vision
1	You must activate the Time & Expense module, if it is not already activated.	Configuration > Module Activation
2	If you use organizations in Vision and you want employee expenses to be approved by someone at the organization level, add approval roles at the organization level. Assign an employee to the approval role.	Create approval roles for all your organizations in Configuration > Organization > General. Assign approval roles to your organizations and assign one employee to an approval role. You can do this in one of two locations: Configuration > Organization > General — Assign one or more organizations to an approval role and assign one employee to the approval role. Configuring approval roles here allows you to configure the approval roles for all your organizations from one screen without having to open each individual organization in a separate configuration screen in Individual Organization Setup. Configuration > Organization > Individual — Open each organization individually, and assign one or more approval roles (that were set up in Organization General Setup), then assign one employee to an approval role.
3	Create approval workflows for expense reports in Time & Expense > Expense Report, expense line in Time & Expense > Expense Line Approval, or both. Sample employee expense approval workflows are also available, but you need to identify the approval administrator first before using these sample workflows: Expense Report Default Expense Line Default Expense Reports & Lines Default	Configuration > Workflows > Approval Workflows When you create an approval workflow, select Employee Expenses in the Application field on the General tab. Create new workflows or modify sample workflows on the Approval Workflows form. Configure the steps, approvers for the steps, and notification alerts in the Approval Workflow form. Use the Approval Workflow form to identify the approval administrator for the sample employee expense approval workflows.
4	Enable approvals workflow for employee expense applications and assign an approval workflow.	Configuration > Time & Expense > Company Expense Select the Use Approval Workflow for Employee Expense Reports option on the Setup tab of the Company Expense Report Configuration form. Then select the employee expense approval workflow from the Approval Workflow drop-down list. Configure the other settings in the form as needed. Click Save to enable the approval workflow for employee expenses. These sample workflows do not display in the Approval Workflow drop-down list if the approval administrator is not yet identified: Expense Report Default Expense Line Default Expense Reports & Lines Default