Approve Expense Claims Application

Overview

The Approve Expense Claims Application screen displays the applicant’s claim details for review. Approvers can enter an approved amount, assign a project code and other user-definable fields if needed, and add remarks before choosing to Approve, Reject, or Return the application.

Approver input fields

These are the fields the approver may use when reviewing the claim.

• Reimbursement Amount: Original amount requested by the employee. It is a read-only field.

• Approved Amount: The amount the approver approves for reimbursement. It may be the same as the reimbursement amount, or it may be reduced based on the approval decision.

• User-Defined Fields for Expense Module(e.g., Project Code).

• Approver Remarks: Comments entered by the approver, typically used to explain approval, rejection, partial approval, or return reasons.

Action buttons

These buttons determine the decision on the application.

• Approve: Confirms the claim for the approved amount and advances the workflow.

• Reject: Declines the claim and stops further approval processing.

• Return: Return to the previous screen, usually Expense Claims Approval.

Post-Approval Behaviors for Expense Claims Applications

When an Expense Claims Application reaches a decision point, the system handles record creation and notifications as follows. 

Upon Full Approval

• The system automatically creates a corresponding Expense Entry record. An email notification is sent to:

  • Applicant (To).

  • HR Email (CC), if Enable HR receives Approved/Rejected Email is enabled in [Employee Portal Setup > Expense Claims tab]

  • Department Manager Email (CC), if Enable Department Manager receives Approved/Rejected Email is enabled in the same setup tab. 

  • Approved Email CC List from the Employee Master record (CC). 

Upon Partial or Majority Approval (Workflow by Level Only)

• An email notification is sent to the Next Approver (To). 

Upon Final Rejection

• An email notification is sent to:

  • Applicant (To). 

  • Approvers who already approved (CC, if Partially or Majority Approved, and workflow is by level). 

  • HR Email (CC), if Enable HR receives Approved/Rejected Email is enabled in [Employee Portal Setup > Expense Claims tab]

  • Department Manager Email (CC), if Enable Department Manager receives Approved/Rejected Email is enabled in the same setup tab. 

Note: Email notifications depend on Approval Workflow settings (e.g., by Level or Parallel) configured in the Expense Claims setup. Ensure Email Delivery is properly configured for reliable delivery.