The expense approval workflow ensures that adequate receipts are presented and that this is confirmed before project approvers need to review an expense item, and that reviewers can approve, reject outright, or question expense items. Rejection and question actions cause information to flow from the reviewer to the resource, allowing the submitting  resource to respond appropriately.

1) A resource submits an expense item on their expense sheet screen. They must indicate if they paid for the item themselves or if they paid using a company credit card, and they must select one of a customizable list of expense categories. They also select the client, project, and subproject they are charging against.

2) One of the selectable expense categories is Personal Mileage, or mileage traveled for work in the employee’s own vehicle. This category should not be removed from the customizable list.

3) If the selected category is Personal Mileage, the resource enters the number of MILES travelled, and the per-mile rate is automatically populated based on user-set rate tables. If the category is NOT Personal Mileage, the resource enters the number of dollars spent.
a. If the selected category is Personal Mileage, go to step #5.
b. Otherwise go to step #4.

4) The expense item appears on the Expense Approval screen of all users with RECEIPT_APPROVER role. Your organization can decide what this level of approver is reviewing. The reviewer has three choices available:
a. APPROVE- the receipt is in hand and acceptable, and/or other criteria are acceptable, go to step #5.
b. REJECT
i. If the resource and the reviewer are not the same, the reviewer enters a comment about why the expense is rejected, which is emailed to the resource.
ii. Go to step #8
c. QUESTION
i. The reviewer enters a comment about why the expense is questioned, which is emailed to the resource.ii. The time record appears in yellow on the resource’s timesheet, and it remains (in yellow) on the reviewer’s approval screen.
iii. There are two options for resolution:
1. Perhaps based on discussion or other information from the resource, the reviewer can still APPROVE (go to step #4a) or REJECT (go to step #4b) the expense.
2. The resource can edit or delete the expensecard, which would cause it to either be resubmitted or deleted. See step #9 for information.

5) The expense item appears on the Expense Approval screen of the Project Manager. The reviewer has three choices available:
a. APPROVE
i. If the submitting resource is also the Project Manager, go to step #6
ii. Otherwise go to step #7
b. REJECT
i. The reviewer enters a comment about why the expense is rejected, which is emailed to the resource.
ii. Go to step #8
c. QUESTION
i. The reviewer enters a comment about why the expense is questioned, which is emailed to the resource.
ii. The time record appears in yellow on the resource’s timesheet, and it remains (in yellow) on the reviewer’s approval screen.
iii. There are two options for resolution:
1. Perhaps based on discussion or other information from the resource, the reviewer can still APPROVE (go to step #5a) or REJECT (go to step #5b) the expense.
2. The resource can edit or delete the expensecard, which would cause it to either be resubmitted or deleted. See step #9 for information.

6) The expense item appears on the Expense Approval screen of the supervisor of the submitting resource. The reviewer has three choices available:
a. APPROVE- go to step #7
b. REJECT
i. The reviewer enters a comment about why the expense is rejected, which is emailed to the resource.
ii. Go to step #8.
c. QUESTION
i. If the reviewer is not the same as the resource, the reviewer enters a comment about why the expense is questioned, which is emailed to the resource.
ii. The time record appears in yellow on the resource’s timesheet, and it remains (in yellow) on the reviewer’s approval screen.
iii. There are two options for resolution:
1. Perhaps based on discussion or other information from the resource, the reviewer can still APPROVE (go to step #7) or REJECT (go to step #6b) the expense.
2. The resource can edit or delete the expensecard, which would cause it to either be resubmitted or deleted. See step #9 for information.

7) The expense card is fully approved and can be included on invoices.

8) The expensecard is set to draft, which ONLY appears on the resource’s expensesheet, and because it was rejected, it appears in red. The resource can edit the expensecard by double clicking on it in the expensesheet. The editing popup allows the resource to change the amount, the date, and the description, and has these choices to resolve the issue:
a. RESUBMIT: go to workflow steps #4, 5, or 6 as appropriate.
b. DELETE: remove the expensecard entirely

9) At any time prior to appearing on an invoice, the resource can edit the expensecard by double clicking on it in the expensesheet. The editing popup allows the resource to change the amount, the date, and the description, and has these choices to resolve the issue:
a. RESUBMIT: go to workflow steps #4, 5, or 6 as appropriate.
b. DELETE: remove the expensecard entirely