Withdrawing an Expense Report Before Approval

Purpose: Use this document as a reference for how to withdraw an Expense Report in ctcLink prior to approval.

Audience: All staff

Expense Reports can only be withdrawn if the status is "Submitted for Approval". Once approvals are in process, then it cannot be withdrawn. It can only be Sent Back by an approver.

Some reasons why you would need to withdraw an Expense Report: You submitted it by accident and still need to make edits, It’s a duplicate, or you want to delete it.

Expand or collapse content Withdrawing an Expense Report Before Approval (Classic)

Navigation: Employee Self-Service > Travel and Expenses > Expense Reports > View

  1. The Expense Report find an existing value page displays. Enter or lookup Report ID.
  2. Select the Search button.

Optional to refine your search using other criteria. Leaving search fields blank will pull all available values.

Expense report find an existing value page
  1. The View Expense Report page displays.
  2. Confirm the Report status = "Submitted for Approval".
  3. Select the Withdraw Expense Report button.
View Expense REport page
  1. The Withdraw Expense Report button "grays" out and the confirm message displays alerting you that your expense report has been withdrawn from the approver's queue.
  2. Select the Refresh Approval Status button until Report status changes to "Pending" and you see a new entry under Approval History.
Withdrawn message appears

The report status is now "Pending" and the Approval History section updates with the "Withdrawn" action. Optional to navigate back to the Expense Report by selecting the Expense Details link and make edits as needed.

Report is now in Pending status

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Withdrawing an Expense Report before Approval. This link will open in a new tab/window.

Expand or collapse content Withdrawing an Expense Report Before Approval (Fluid)

Navigation: Fluid Employee Self Service Home Page > Expenses Tile

Employee Self Service page with the Expenses tile highlighted.
  1. The Fluid Expenses Homepage displays.
  2. Select the My Expense Reports Tile.
  3. The My Expense Reports page displays.
  4. Select Awaiting Approval on the left side of the page to display Expense Reports Awaiting Approval.
  5. Select the Expense Report you wish to withdraw by clicking on the Expense Report information.
My Expense Reports page on the Awaiting Approval section which is highlighted.
  1. The Expense Summary page displays.
  2. Select Withdraw on the top right side of the page.
Expense Summary page with the Withdraw button highlighted.
  1. The Withdraw button will disappear and Refresh Approval Status will replace it.
Expense Summary page after the Withdraw button is selected and the Refresh Approval Status button replaces it.
  1. Select the Refresh Approval Status button until Report status changes to "Pending" and you see a new entry under Approval Status.

The report status is now "Pending" and the Approval Status section updates with the "Withdrawn" action. Optional to navigate back to the Expense Report by selecting the Update Details link and make edits as needed.

Expense Summary page with the Approval Status section now listed as Pending and is highlighted. The new row within the Approval Status section of Withdrawn is shown and highlighted.
  1. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Withdrawing an Expense Report before Approval Fluid. This link will open in a new tab/window.

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