Approve transaction

Note: This procedure applies to all account types, ie. card transactions, out of pocket expenses, expense reports or requisitions. Where reference is made to the Transaction Details window, this could in fact be the Travel Request Details or Out of Pocket Expense Details windows.

To approve a transaction:

1. In the Approvals > Items Requiring Attention screen, click:
   • an employee's name to display all items that need approval across all periods and all account types, or
   • a statement period beside an employee's name to display only the transactions for that period and that account type.

   The Transaction Approval screen appears, allowing you to view the employee’s transactions that require approval. The items are categorized by account type.

   Note: You can also access the Transaction Approval screen by clicking a red statement period in the menu and clicking an employee name from the list of employees who have transactions requiring approval.

2. Click beside Approval Required to expand the list.

   Note: Click the name of the item to view the print version of the requisition if you need more information, then click Back to return to this view.

3. Click to the right of the transaction you want to approve.

   The Transaction Details window appears, defaulting to the Approval tab.

4. If there is a requisition that needs approving, you can view a list of items linked to it by clicking the requisition name on the Transaction Approval screen or by going to the Coding tab of the Travel Request Details window and clicking View Linked Transactions. You can also view the proposed itinerary by clicking the View Itinerary link.

   Note: You may redirect the approval of an item to another person. Do this by clicking the Approval tab on your Transaction Details window. You then click the Process tab, click Set Alternative Approver, select an approver from the drop-down list, and click Save. When this is done, the item will be removed from your approval list.

5. Click the Approved option at the bottom of the Approval tab.

   A green check appears in the Approved check box.

   Note: If your organization has been set up to prevent the same approver from approving the same transaction under multiple approval rules, you will receive

6. Click Save.

   The transaction will show an approved icon on the employee’s statement, and will automatically move under the Approved heading of the Transaction Approval screen.

7. To go to the next employee requiring approval, without having to return to the Items Requiring Attention screen, click Next.

Note: If an employee changes the coding of a transaction in any way after you have approved it, it will require re-approval.