This is a guide for approving reports. If you need to submit your own expenses, check out the Expensify user guide.
As a manager, you will need to approve the expenses submitted to you by your staff. You are looking for a few things:
- Is this a legitimate, approved expense? In other words, was this actually for the organization’s work, and not for a personal use? Is it within the limits of your budget?
- Does the report have complete coding – in other words, is there a Category and Tag for every expense?
- Is there a receipt attached? Some organizations require receipts for every expense; others only require them for amounts above a certain threshold. Expensify has an auto-generated receipt called an eReceipt; some organizations accept this in lieu of a paper receipt and other’s don’t. This rule is saved in the expense reporting policy for the organization.
- How old is the expense? Each organization has a limit on when expenses must be reported – usually this is between 30 and 90 days. This is also saved as part of the organization’s expense reporting policy.
Any expenses that violate the policy will be highlighted red. As a manager, you can still approve reports that contain violations, if this is appropriate. The most common violation is that the expense is too old. In most cases, you should still approve it so that it can be processed in the accounting system, but you should encourage staff to report expenses as soon as possible.
All reports submitted to you will be kept on your reports page. To approve an expense report:
- Open the submitted report from the link in your email or directly from your Reports page.
- Look over the report to make sure it’s correct. Any errors or suspected problems will be clearly shown as policy violations and report notes at the bottom of the list of expenses. You can correct any errors by editing the expense details; in most cases you can edit all the expense’s details, and detach a receipt (at this point, you can’t attach a new receipt to an expense). You can also open individual expenses and click “Reject expense” in order to approve only the ones that are acceptable.
- When everything checks out, approve the report. If there is someone else that has to also approve the report before it’s final, approve and forward it to them, or if you are the person who has the last say on all expenses mark the report with final approve.