Reimbursable expenses submitted by end users must be approved by managers, any assigned approvers based on your Approval Routing, and final approving admins in Emburse Spend. You may review and edit, approve, or deny submitted reimbursable expenses on the Emburse Spend website or via the iOS and Android apps.
Managers, approvers, and admins can also approve submitted card transactions in Emburse Spend.
Approve Submitted Reimbursable Expenses
1. To review, edit, and approve a reimbursable expense on the website, select Reimbursements in the Admin or Manager menu. The Needs Review tab opens by default.
2. Select the desired expense to open the View Details screen and review the expense information, paying attention to any warnings.
3. Managers may approve expenses on the View Details screen one of two ways.
- Use the keyboard shortcuts at the top of the View Details screen.
- Or use the Approve button at the bottom of the View Details screen.
4. Managers can then move to the next transaction needing approval using the navigation arrows at the top of the screen or keyboard shortcuts.
Actions Column
Managers may also edit, view details, approve, or deny the expense using the More Actions button in the Actions column.
More Actions button in the Actions column. To edit an expense in order to correct or supplement information provided by the employee, select the More Actions button and select Edit. Add or revise the information and select Save.
To approve individual expenses directly from the Reimbursements screen, select the Approve button in the Action column.
To approve more than one expense at a time, check the boxes next to the expenses you would like to approve and select Approve.
If you are a final approval admin, your approval will automatically queue a reimbursement for the submitter. Admins may reverse an approval using the Deny button if they notice an error before the payment has been initiated that day. See Deny Submitted Reimbursable Expenses on the Website, below, for more details.
Once a transaction has been approved, it appears on the Completed tab.
Deny Submitted Reimbursable Expenses
Admins may deny a reimbursable expense during the approval process or reverse an approval (i.e., "unapprove") using the Deny button if they notice an error before the payment has been initiated that day.
Once payment has been processed, Emburse Spend is unable to reverse the payment, and any reconciliation of an expense approved in error will have to take place outside of Spend.
1. To deny a reimbursable expense on the website, select Reimbursements in the Admin or Manager menu. The Needs Review tab opens by default.
To view expenses that have already been denied, select the Denied tab.
You may also deny previously approved expenses as long as the payment has not yet been initiated. Select the Complete and Needs Manager Review tabs to filter for those expenses, or create your own filters and save them. See Available Advanced Filters for Expenses and Transactions for more details.
2. Select the desired expense to open the View Details screen and review the expense information, paying attention to any warnings.
3. Managers may deny expenses on the View Details screen one of two ways.
- Use the keyboard shortcuts at the top of the View Details screen.
- Or use the Deny button at the bottom of the View Details screen.
4. Managers can then move to the next transaction using the navigation arrows at the top of the screen or keyboard shortcuts.
Actions Column
Managers may also edit, view details, approve, or deny the expense using the More Actions button in the Actions column.
To edit an expense in order to correct or supplement information provided by the employee, select the More Actions button and select Edit. Add or revise the information and select Save.
To deny individual expenses directly from the Reimbursements screen, select the More Actions button next to the desired expense and select Deny.
To deny more than one expense at a time, check the boxes to the left of the desired expenses and select Deny.
Then, choose whether you would like to send the expense back to the submitter (e.g., if they need to add or refine information) or to permanently deny the expense so that it can't be resubmitted (e.g., if the expense is out of policy). Include a note and select Deny.
Once a transaction is approved or denied, it appears on the Completed tab.
Approve Your Own Reimbursable Expenses As an Admin
By default, administrators are prevented from approving their own expenses in Emburse Spend and should have a user with a manager role approve these. However, if your organization wishes to allow admins to approve their own expenses, an administrator with appropriate permissions may deactivate the rule preventing this.
1. Navigate to the Admin menu.
2. Select Expense Policies.
3. In the Rules section, toggle off "Prevent admins or managers from approving their own expenses."