Manager Approve Expenses

Privilege Needed: Manager User or An Alternate Approver

When an Expense User submits their Expense Report for approval, the Expense Report goes through a pre-defined approval group for each user. What approval group a person belongs to is defined in the person section by the Administrator. This approval group can have any number of managers defined in the group. Each Submit of an Expense Report passes control to the first person in the Approval Group. As each manager Approves an Expense Report, control is then passed on to the next manager in the Approval Group until the last manager has approved the Expense Report. Once the last manager approves the Expense Report, that Expense Report is set to COMPLETED and is locked from being able to be retrieved by the original user.

Below is an example of a Manager that has two (2) Expense Reports that have been submitted for Approval and one (1) Expense Report that he is an Alternate. Under the George James Manager Profile, he has assigned Gary Cazenas to be his alternate approver. All the alternate's Expense Reports are shown in the bottom table. The top table shows the Expense Report for which he is the Primary Approver.

The manager can now do 1 of 3 things. The manager can approve the Expense Report without even looking at it by pressing the () icon or disapprove it without looking at it by pressing the () icon. In most cases, the manager will want to view the Expense Report by pressing the () icon.

Below is an example of a window that will pop up when the manager approves or disapproves an Expense Report. These comments are captured and stored in the Approval History table. The Approval Histroy can always be displayed when viewing any Expense Report, located at the bottom of the document.

Note: There is a flag in the unanet.properties file that allows administrators and manager to edit someone else's expense report. The default is false for both, which means that Administrators and Managers can not edit and make changes to anyone else's expense report. To turn either of these abilities on, set one or both of these flags in the properties file to true (1) unasense.expense.admin.edit=true or unasense.expense.manager.edit=true.

If the unasense.expense.manager.edit flag is true, then that manager can edit the expense report when viewing the expense report for approval. An edit button will show in the button frame.

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