9.2 Approving Expense Reports

Purpose:  Use this document as a reference for budget-checking and approving expense reports in ctcLink.

Audience: Supervisors and managers.

You must have at least one of these local college managed security roles:

  • ZZ Expenses Approval
  • ZZ Expenses Manager
  • ZZ Expenses Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Approve Expense Reports

Budget Checking Expense Reports

Navigation:  NavBar > Navigator > Travel and Expenses > Approve Transactions > Approve Transactions

  1. The Overview tab displays.
  2. Select the Expense Reports tab.
Overview tab
  1. The Expense Reports tab displays.
  2. Check the Select checkbox of the expense you wish to budget-check.
  3. Select Budget Check.
Expense Reports tab
  1. The Summary Approvals Confirmation window displays.
  2. Select OK.
Summary Approvals Confirmation window
  1. The Summary Approvals Confirmation window disappears.
  2. The Expense Reports tab no longer displays your budget-checked expense.
Expense Reports tab

However if you receive a message, saying "Budget Checking Errors Exist", follow these next steps.

  1. Select OK.
  2. Next message - Budget Checking has logged 'Error' exceptions. Do you want to Transfer to the Exceptions?
  3. Select No.
  4. You will be sent back to the Travel Authorization Summary page.
  5. Go to the Comments section, add the following comments "Error in Budget Checking, please review errors and resubmit once fixed"
  6. Select Send Back.
  1. Section complete.
Completing Expense Report Approval

Navigation:  NavBar > Navigator > Travel and Expenses > Approve Transactions > Approve Transactions

  1. The Overview tab displays.
  2. Select the Expense Reports tab.
Overview tab
  1. The Expense Reports tab displays.
  2. Select the Description or Transaction ID of the expense report(s) you'd like to approve.
Expense Reports tab
  1. The Approve Expense Report-Expense Summary page displays.  Review it.
  2. Select Expense Details.
Approve Expense Report Expense Summar page
  1. The Approve Expense Report-Expense Details page displays.  Review it.
  2. Select Summary and Approve.
Approve Expense Report Expense Details page
  1. The updated Approve Expense Report-Expense Details page displays.
  2. If you have finished reviewing the information on the Expense Report and are ready to make an approval action, you may need to Budget Check the transaction first.  If so, select Budget Options link text the Summary page header section.  This will bring up a Commitment Control Details window where you can perform the budget check.  Whether budget checking is needed depends on local BU configuration and the stage of approvals the Expense Report is in.
updated Approve Expense Report Expense Summary
  1. The Commitment Control window displays.
  2. Select Budget Check.
Commitment Control window
  1. The Commitment Control window updates.
  2. Select OK.
Commitment Control window
  1. The Commitment Control window disappears.
  2. If you are ready to make an approval action for the Expense Report, select the desired approval action button at the bottom of the screen.  To move the Expense Report forward in the approval process, select the Approve or Reviewed button.  The buttons available depend on local BU configuration and the stage of approvals the Expense Report is in.
Expense Reports tab

However if you received an error message and are not able to approve the report, follow the next steps:

  1. Go to the Comments section, add the following comments "Error in approving report please review errors and resubmit once fixed".
  2. Select Send Back.
  3. You have successfully sent back a report back to the employee to review the error. Once fixed, employee will submit the report back into the approval list.
  1. Process complete.
Troubleshooting Approval Errors Using the Question Mark Icon

Navigation:  NavBar > Navigator > Travel and Expenses > Approve Transactions > Approve Transactions

  1. The Overview tab displays.
  2. Select the question mark icon.
  3. The Help - Transactions to Approve pop-up window displays.

Help - Transactions to Approve:

This section enables you to take multiple actions.

Select the check box to approve, indicate the transaction has been reviewed, send the transaction back to the originator, or hold the transaction. Each action is performed by the system when you select on the appropriate button.

The Urgency icon (green circle, a yellow triangle, or a red square) indicates transactions that are urgent. Each icon determines the level of urgency: green circle is low, yellow triangle is medium, red square is high. This enables you to prioritize the transactions that are urgent.

The Risk button (yellow triangle with an exclamation point) indicates transactions that have risk. select this button to view the risk level, criteria, and details. This enables you to prioritize the transactions that have risk.

The Alert icon (yellow triangle with an exclamation point) indicates transactions that have exceptions. For example, a preferred merchant was not used. This enables you to prioritize the transactions that have alerts.

The Error button (red flag) indicates transactions that received an error when the system processed the transaction. For example, the transaction did not pass the budget checking process. select the red flag to access the Approve Transactions - Error page. This enables you to prioritize the transactions that have errors.

Depending on approval refinement rules, risk levels, exceptions, and so on, some transactions may not be available (grayed-out) for summary-level approval. If this is the case, the select check box is unavailable, and you can navigate to the individual approval page to review the details of the transaction and approve it.

Select the Description to access the approval page for the specific transaction type. select the Transaction ID to access the approval page for the specific transaction type.

Help - Transactions to Approve pagelet

For Troubleshooting Budget errors and exceptions, please see the QRG: 9.2 Common Budget Exceptions and Corrective Actions.

  1. Process complete.

0 Comments

Add your comment

E-Mail me when someone replies to this comment

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.