Note: This topic describes task-level expenses, which are being deprecated. Please see About Financial Entries for information about using project-level expenses.
You approve expenses on Home/Expense Approvals:
The default expense approval workflow is a two-level approval. The first level of approval is by the Project Manager, and the second level of approval is by the resource's Final Expense Approver.
Your organization may elect to implement single-level approvals, which bypasses all Project Manager approvals. All submitted expenses go directly to each resource's Final Expense Approver. The screenshot above illustrates a two-level approach, with the expense currently with the PM.
Project Owners review all project-related expenses once a user has submitted an expense report.
The Project Owner can either Ignore, Approve, or Reject the expense report.
Once a user submits a expense report, only members of the Expense Manager Admin Team can edit it.
If a Project Owner approves an expense, it progresses to the Final Expense Approver.
If a Project Owner rejects an expense:
The user is notified via email that the item was rejected. This email includes any note the Project Owner wrote about the rejected item.
The user then must go back and make adjustments to the rejected expense report and then resubmit. The approval process for those items is re-initiated.
Once all the Project Owners have approved the expenses related to their projects, the expense reports are sent to the Final Expense Approver.
Final Expense Approvers
The Final Expense Approver reviews all project owner-approved expense sheets. The Final Expense Approver is also responsible for reviewing and approving all other non-billable expenses.
The Final Expense Approver can either Ignore, Approve, or Reject the expenses.
Once all the Project Owners have approved the expenses related to their projects, the expenses are sent to the Final Expense Approver.
If a Final Expense Approver approves an expense, the approval process is complete.
- The Resource is notified via an email that the expenses have been approved.
- The approved revenues and expenses will display in reports as Approved.
If a Final Expense Approver rejects an Expense:
- The user is notified via an email that the item was rejected. This email includes any note the Final Expense Approver wrote about the rejected item.
- The user then must go back and make adjustments to the rejected expense items and then resubmit.
- The approval process for those items is re-initiated. Any resubmitted items will go to the associated Project Owner(s) for approval and then on to Final Expense Approver.
Expense Manager - Member of Expense Manager Standard Group
Expense Manager group members can make corrections and additions (including rejecting an approved batch) to Users' expense batches from the Organization/Manage Time & Expense/Resource Expense. Expense batches are not created until a Resource submits the batch for approval. Therefore, only submitted expense batches are available to the Expense Manager group members. You may want to limit membership to one or two people, depending on the size of your organization.