Sometimes a report or individual expenses cannot be approved because they do not meet company requirements.
Common reasons include:
-
Expenses are too old to be submitted.
-
The report does not comply with your company’s expense policy.
-
A specific expense cannot be reimbursed.
In these cases, the manager or final approver can reject the report or only reject the expense in question.
1. Rejecting a Report
-
Open the report from the Report Overview.
-
Click Reject.
What happens next depends on your role in the workflow:
-
Manager
-
The report automatically returns to the employee.
-
You can leave a message explaining why the report was rejected.
-
-
Final Approver
-
You can choose whether the report goes back to the manager or directly to the employee.
-
You can also leave a message with further explanation.
-
After a Report Is Rejected
-
The report status changes back to Open.
-
The employee can adjust the expenses and resubmit the report.
-
The approval workflow then starts again.
2. Rejecting a Single Expense
If a report is mostly correct but includes one expense that cannot be reimbursed, you can reject just that expense while approving the rest of the report.
-
Open the report and locate the expense.
-
Click the X on the right side of the expense.
-
A pop-up window appears where you can state the reason for rejection.
-
This message helps the employee understand what went wrong.
-
What Happens Next
-
The rejected expense will appear in red in the employee’s expense overview, including the reason for rejection.
-
In the report history, an entry is logged showing that the expense was removed and why.
-
The employee can either delete the expense or amend it and add it to a new report.