Approve and reimburse expenses

Step by step

1. Review the business purpose Manager

   Manager reviews a direct report’s submitted revision, its purpose and policy findings. Approve, reject with a reason or hold for clarification. A manager cannot authorize their own report. Keep the actual actor and revision in expense approval steps, including an approved delegation.

   • Decide the business review
   • Updates Expense reports, Expense approval steps, Policy violations
   ApprovalA person approves before the work moves on.

2. Complete the required route System

   The routing workflow evaluates the high-value threshold and assigns a Controller decision when required. Ordinary reports continue to Finance; high-value reports cannot skip the additional step. Retain the assigned actor and prior decision evidence without treating a queue notification as approval.

   • Require the applicable prior decisions
   • Updates Expense policies, Expense reports, Expense approval steps

3. Approve the eligible amounts Finance Reviewer

   Finance Reviewer verifies the evidence, coding and permitted exceptions after all required prior decisions. Record approved amount and disallowances at line level. Approval complete requires every applicable decision on the current revision by permitted non-submitter actors before financial handoff can proceed.

   • Authorize the reviewed claim
   • Updates Expense reports, Expense lines, Expense approval steps, Policy violations
   ApprovalA person approves before the work moves on.

4. Prepare the payment request System

   The workflow snapshots employee payable amount and the selected payroll or AP channel in Reimbursements. Include eligible out of pocket, Mileage and per diem amounts, excluding company-card spending. Reuse the stable source key and respect the agreed accounting owner so the same cost or payment request is not created twice.

   • Send one approved employee payable
   • Updates Reimbursements, Expense reports, Expense lines

5. Confirm the payment outcome System

   The payroll or AP connector identifies the actual reimbursement payment and returns its reference. Only that confirmation sets Paid; a scheduled date or closed pay run does not prove payment. Reconcile returns before scheduling a replacement, and mark the report Reimbursed only when all employee-payable amounts are confirmed paid.

   • Record the confirmed payment
   • Updates Reimbursements, Expense reports

Employee

Cardholder, Manager, Finance Reviewer, Controller / CFO and System carry the responsibilities shown at each stage. Permissions remain scoped to the assigned work.