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This chapter contains the following:

Expense Report Approval: Explained

FAQs for Approve Expense Report

Expense Report Approval: Explained

Expense report approval is an activity flow that begins when an employee submits an expense report for approval. An approval notification is then sent by the application to the employee's approver, typically a manager or a supervisor, who reviews the request for approval and takes appropriate approval action.

Expense report approval is an activity flow that consists of the following actions:

  • The employee submits an expense report.

  • The approver receives an approval request.

  • The approver takes approval action.

Employee Submits an Expense Report

The employee enters expenses in the expense report, following company policies, and then submits the completed report for approval.

Approver Receives an Approval Request

The approver receives an approval request in the form of a notification that appears in the BPM Worklist or by E-Mail, based on setup. Configurable approval rules are set up by the expense manager in Oracle Fusion Approvals Management to enable routing rules for expense approval by the appropriate approval authority. Expense report approval can take the following forms:

  • Approval based on supervisor hierarchy, position hierarchy, cost center managers, or project managers.

  • Approval based on templates, where the approval notification is sent to the applicable approver of the template that was used to create at least one expense item in the expense report.

Approver Takes Approval Action

If the approver is set up to receive approval requests through the BPM Worklist, the approver can take the following approval actions:

  • Approve the expense report.

  • Reject the expense report.

  • Request more information about anything in the expense report, usually expense items.

  • Delegate approval of the expense report to a selected user who acts on the approver's behalf temporarily.

  • Transfer approval ownership of the expense report to another person or group permanently.

If the approver is set up to receive E-Mail approval requests, the approver can only take the following approval actions:

  • Approve the expense report.

  • Reject the expense report.

FAQs for Approve Expense Report

What are the expense report approval actions available to me?

Expense report approval actions include the following:

  • Approve.

  • Reject.

  • Request Additional Information from the preparer.

  • Reassign.

    Note

    The Reassign action has two options: Delegate Expense Report to another approver temporarily and Transfer to Correct Approver permanently.

How can I request more information on expense reports?

Select the Actions menu in the expense report approval notification and choose Request Additional Information. This action sends the approval notification to the preparer, requesting additional information.

How can I see all the approvers on an expense report?

The History region of the expense report approval notification shows all the approvers of a particular expense report and the action taken by each.

Can I approve expense reports by E-Mail?

If you are set up to approve expense reports by E-Mail, you can use it to approve or reject them.

How can I see expenses in my own currency?

If expenses were incurred in a foreign currency, the expense report total automatically displays both the reimbursement currency and the approver preferred ledger currency in the Details region of the expense report.

How can I view receipt images in expense reports?

You can fax or E-Mail your expense report receipts to Payables, along with the expense report confirmation page, which contains the unique bar code on your report. Oracle Fusion Document Capture (OFDC) and Oracle Fusion Imaging and Process Management (OFIPM) process, attach, and store the receipt images. The Business Process Execution Language (BPEL) process then initiates the approval flow by sending the approval request notifications to the approvers.

What's the reason I have not been notified of my employee's expense report submission?

An approver may not be notified of an employee's expense report submission for the following reasons:

  • The expense report was automatically approved because it was an immaterial amount less than some predefined amount.

  • The Approval process could not identify the approver as the employee's supervisor, project manager, or cost center owner, so the expense report approval notification was directed to the administrator.

  • The expense report was received by another approver who was identified as the approver for this expense report.

  • The preceding approver in the approval flow has not yet approved the expense report.

  • A vacation rule is still activated, so the expense report approval notification is forwarded to another approver.

Can I access expense analytics?

Only approvers can access expense analytics that are visible on the right side of expense reports. The analytics include recent similar expenses, recurring violations, and recent returned expense reports associated with the preparer.

Can I see previous expense report submission data to help me with my approval decision?

Yes. On the right side of the expense report approval notification, three tables provide you with historical expense report information for this employee on recent similar expenses, recurring violations, and recent returned expense reports.


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