Understanding Expense Reimbursement Routing Rules

You set up rules for expense reimbursement routing to establish the sequence of events that you want to occur when an expense report is submitted for reimbursement. The system uses the rules that you set up in conjunction with the Workflow system to send the appropriate email or work center messages, as well as to update the expense report status.

For example, the system automatically sends a message to the manager if the employee's expense report requires approval. Similarly, the system sends employees a message if their expense reports are rejected.

Note: The system does not automatically send a message to the auditor, even if auditing is set up as part of the routing rules. A processing option for the Expense Entry program (P09E2011) controls whether the auditor receives messages.

You set up the routing rules by expense report type and you use the statuses that are hard-coded in the Expense Report Status UDC table (09E/RS):

Status Code	Description
100	PENDING COMPLETION
110	Employee Review from Manager
120	Employee Review from Auditor
200	APPROVAL PROCESS
210	Approval Required
300	AUDIT PROCESS
310	Audit Required
320	Verify Receipts Received
900	REIMBURSEMENT PROCESS
910	Error During Reimbursement
950	Complete-Zero Amt Reimbursed
999	Reimbursed - Complete

Important: The statuses that end in 00 are hard-coded to support the interface with the Workflow system. Do not change them. You can add other statuses, but they will not work with workflow unless you include them in the workflow process for EXPROUTING.

When you establish the next status for a routing rule, you must use rules that end in 00 so that the system initiates the appropriate workflow process. For example, if you require management approval, you would not set the next status for PENDING COMPLETION to 210 for Approval Required. Instead, you would set the status to 200 for APPROVAL PROCESS. After the expense report reaches the APPROVAL PROCESS routing step, the system evaluates whether approval is required and, if it is, changes the expense report status to Approval Required. If approval is not required, the system assigns the next status for the APPROVAL PROCESS, which is AUDIT PROCESS. The system determines whether an expense report requires approval based on the employee and group profile.

Important: If you specify that a process, such as management approval, is required but you do not establish the appropriate routing rule, then the expense report does not continue through the routing process. Therefore, you must establish expense routing rules that correspond to the policy and audit rules and to the group profiles that you set up.If you change routing rules after reports are submitted for reimbursement, the system produces unpredictable results.

You must assign a Rejected status to both the Approval Required and Audit Required routing rules if you use them.

The system stores expense reimbursement routing rules in the Expense Reimbursement Routing Rules table (F09E119).