Review Expenses - Manager
This screen loads expense items, and enables the Manager to view, edit, and/or approve pending Expense entries submitted by employees via the Employee Self Service (ESS) Expense window.
(Hover over with your mouse to see the sample image in full size.)
Prerequisite
- No prerequisites.
Rules and Guidelines
- Only the records for employees who report to the user can be viewed in the Search results.
- You may filter this screen by Status, Pay Code, Department, Labour Cost Code, Account Code, Expense Identifier, and Date. When a filter is applied, the Date selector is disabled as the date can be added to the filters.
- Upon Saving, and there is a mix of items with the status of 'Rejected' and 'Approved by Manager', a message will be displayed to the user. Alongside with this:
The individual item record is locked until the Administrator approves or rejects the item in a claim.
Rejecting individual items will mean that the employee will have to wait until their next submission to re-submit, or you will need to amend the record on their behalf.
Clicking 'Ok' allows you to continue while selecting 'Cancel' leads you back to the screen.
A message will be sent to the employee with the details of the records being rejected. The message will contain a table of items which includes Date, Pay Code, Hours/ Value, Rate, Total, and Rejection Message.
- An alert will be available in the Inbox once expense has been 'Submitted'. It contains a 'View' link which, when clicked, displays the records of the employee with outstanding expenses on the Review Expenses screen . A 'View PDF' link will also be displayed if the employee had opted to print a summary of the expense records.
Field Information
Display Date Range (From and To)
This field allows the User to select the list of the records to be displayed. This will initially default to the selected employee's current pay period.
Approve All
Tick this button to approve all expense details entered by the employee.
Date*
This field displays the date for the expense entry.
Hours Code*
Select hours code to be used for this expense entry.
Account
Select the account code to be used.
Labour Cost Code 1
This field displays the labour cost code that is applied.
Costing Department
This field displays the costing code that is applied.
Rate
This field displays the rate that has been entered through ESS for the calculation of the time sheet value. This rate can be overridden if the "Edit Rates" field has been turned 'On' via Bulk Timesheet Templates window.
Hours
This displays the number of hours included in the calculation.
Total Value
Editing this field is allowed if the "Total Value Override" field has been selected on the Bulk Timesheet Templates window.
Approved
Tick this box to approve the selected expense entry.
Declined
Tick this box to decline the selected expense entry.
Status
This displays the status of the expense entry:
| Description |
|---|
| Request Submitted |
| Approved |
| Declined |
| More Information Required |
| Information Provided |
| Approved by Manager/Administrator |
| Imported to Payroll |
Drilldown Window
Double-click on each record to view employee comments, enter manager comments, and update the status of the expense entry.