Approve Corporate Card Transactions

Submitted corporate card transactions must be reviewed and approved by managers, assigned approvers, and administrators based on your organization's approval routing. As a manager or administrator, you can review, edit, approve, or return submitted transactions in Emburse Spend. You can approve submitted card transactions on the Emburse Spend website or in the mobile app.

To view your team's transactions, select Card Transactions in your Manager or Admin sidebar. You can also remind users to submit transactions for approval from this screen.

Approve Submitted Card Transactions on the Website

Submitted card transactions require review before approval. On the Emburse Spend website, you can open a transaction to review its details, policy warnings, comments, and approval insights before approving or returning it. You can also take action directly from the Transactions screen when appropriate.

Review Submitted Transactions

1. In the Manager or Admin menu, select Card Transactions. The Needs Review tab displays by default. You can also filter transactions by Needs Manager Review, Pending Submission, Denied, or Completed. To learn how to create and save custom filters, see Available Advanced Filters for Expenses and Transactions.



2. Select a transaction. The View Details screen displays.
3. Review the transaction information, paying attention to any insights and warnings.

Review Policy-Response Comments

If your organization requires users to respond to policy warnings or violations before submission, submitted transactions may include policy-response comments. Review the Activity Log section in the View Details screen to view any comments submitted with the transaction.

Approve or Return a Transaction

Approve or return the transaction using one of the following methods:

• Use the keyboard shortcuts at the top of the View Details screen.
• Select APPROVE or DENY at the bottom of the View Details screen. Selecting DENY returns the transaction to the submitter for correction.

To move to the next transaction requiring review, use the navigation arrows at the top of the screen or the keyboard shortcuts.

Approve a Transaction from the Transactions Screen

1. Locate the transaction in the transaction list.
2. Select Approve in the Actions column.

Manage Transactions from the Transactions Screen

In addition to reviewing transactions individually, you can take actions directly from the Transactions screen. Depending on the number of transactions selected, you can edit, deny, approve, or reassign transactions without opening the View Details screen.

Return Corporate Card Transactions

You cannot fully deny or delete corporate card transactions in Emburse Spend. Since the money has already been spent on the company card, transactions can only be returned to the submitter for correction. Administrators can skip corporate card transactions that are not required for reconciliation.

Use the More Actions Menu to Edit or Return a Transaction

Use the More Actions menu to update transaction details or return a transaction to the submitter for correction.

1. Select More Actions.



2. Select Edit to update transaction details, or select Deny to return the transaction to the submitter.
3. If you selected Edit, update the information as needed and select Save.
4. If you selected Deny, enter a note explaining what the submitter must correct and select Send Back.

For information about reassigning transactions, see How to Reassign a Manager for Expense Approval.

Approve, Return, Edit, or Reassign Multiple Transactions

When you select one or more transactions, a bulk actions toolbar displays above the transaction list. Use this toolbar to approve, deny, edit, or reassign multiple transactions at the same time.

1. Select the checkbox next to each transaction.
2. Select APPROVE, DENY, REASSIGN, or EDIT.

After a transaction is approved, it displays on the Completed tab. Denied transactions display on the Denied tab. Editing a transaction saves your changes without advancing it in the approval process. Reassigning a transaction removes it from your review queue and assigns it to another approver.

Approve Expenses in the Mobile App

Open the menu and navigate to the expense approval screen:

• On iOS, tap Approve Expenses.
• On Android, tap the Team tab.

The navigation labels and approval options may differ slightly between iOS and Android.

1. Review the submitted expenses.
2. Approve expenses using one of the following methods:
   • iOS:
     • Swipe left on an expense to approve it.
     • Swipe left on the Swipe to Approve All banner at the top of the screen to approve the 20 expenses displayed by default in the list view.

     

     

   • Android: Tap the double check mark button in the upper-right corner to approve multiple expenses at once.



3. To review expense details before approving:
   1. Tap the expense.
   2. Review the details.
   3. Tap Approve.

Submitted expenses may include policy-response comments from the submitter. Review the expense details before approving the expense.

Allow Administrators to Approve Their Own Expenses

By default, Emburse Spend prevents administrators from approving their own expenses. To allow administrators to approve their own expenses, a final-approval administrator can disable this rule.

1. In the Admin menu, select Expense Policies.
2. In the Global Expense Rules section, turn off Prevent admins or managers from approving their own expenses.

Administrators can now approve their own expenses.