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.
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 |
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.
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).