Expense approval and reimbursement

Step by step

1. Prepare expense report Expense Preparer

   Expense Preparer records the supplier, organization, accounting period and coded lines in Draft.

   • Create the report and verify its amount.
   • Updates Expense reports, Expense lines

2. Submit for review Expense Preparer

   Expense Preparer checks the totals and due date, then moves Draft to Submitted.

   • Place the report in the review queue.
   • Updates Expense reports

3. Approve expense report Expense Reviewer

   Expense Reviewer checks the lines and uses the approval action to move Submitted to Approved. The action creates a decision and operation receipt.

   • Record the human decision and action outcome.
   • Updates Expense reports, Review decisions, Operation receipts
   ApprovalA person approves before the work moves on.

4. Schedule reimbursement Treasury Analyst

   Treasury Analyst links a reimbursement to the approved report and records amount, method and Scheduled status.

   • Prepare the planned disbursement.
   • Updates Reimbursements, Expense reports

5. Release reimbursement Treasury Analyst

   Treasury Analyst uses the release action to move Scheduled to Released and checks the receipt. This records local release; the external payment outcome is checked later.

   • Record the release attempt and result.
   • Updates Reimbursements, Operation receipts
   ApprovalA person approves before the work moves on.

6. Reconcile outcome Treasury Analyst

   Treasury Analyst checks the bank reference and moves Released to Reconciled only after the external outcome is known.

   • Close the payment follow-up.
   • Updates Reimbursements

Expense Preparer

, Expense Reviewer, Treasury Analyst.

Their access and decision limits are agreed in [roles](/travel-expense-management/roles).