Overview
Use Expense Requests to review claims waiting for a decision. Check the request details and the employee’s other requests for the same week, then approve or decline the claim. Approved expenses appear in the employee’s pay breakdown in Timesheets for the relevant week. After the timesheet is signed off, an approved expense can no longer be declined.
Review outstanding requests
Open Expense Requests in the web app.
Select the Outstanding tab to see requests waiting for a decision.
Use the location filter, if needed, to narrow the list.
Open a request to review its details.
IMPORTANT: Before approving a request, expand it using the chevron. This shows the employee’s other requests for the same week and their statuses. Review these requests to help identify a duplicate claim.
Approve or decline
Choose the approve or decline option on the request.
If you decline a request, enter a reason. The reason is required and the employee can see it, so explain the decision clearly.
To review requests that are not waiting for a decision, open the All requests tab. It includes approved and declined requests as well as outstanding ones.
View approved expenses in Timesheets
Go to the timesheets page
Find the person's section and press pay breakdown
Find the Expenses section of the breakdown
The section shows the quantity, rate, amount, and total for approved expenses.
After timesheet sign-off
When the timesheet is signed off, expenses approved for that week are marked as signed off and can no longer be declined. Review requests before the timesheet is signed off.
Troubleshooting
Expense Requests is not available: Ask your administrator to check that you have access to review expense requests.
An approved expense is missing from the pay breakdown: Check that the request was approved and that you are viewing the correct employee and week.
I accidentally approved an expense instead of declining: Navigate to the All Requests section, find the expense and press decline.
The decline option is unavailable: The timesheet for that week may already be signed off.