Request more information

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 request more information about a transaction:

1. From the Items Requiring Attention screen, click:
   • an employee's name to display all transactions 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 categories by account type.

   Note: You can also access the transactions requiring approval by clicking the red statement period from the screen's left hand menu. Click the employee name from the list of employees who have transactions requiring approval.

2. Click beside Approval Required to expand the list.
3. Click to the right of the transaction you want to more information on.

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

4. Click the Information Required option at the bottom of the Approval tab.

   An orange question mark appears in the Information Required check box.

5. In the Approver Comments field, type what information or action you require from the employee.
6. Click Save.

   This transaction will now appear under the Information Required heading of the Transaction Approval screen. It will be clearly identified as a transaction currently with the account holder and awaiting information ("Information Required").

   The approval icon beside this transaction on the employee’s statement will now show as an orange question mark . The employee will also receive an automated email to advise them you have requested more information on one of their transactions.

   The employee can provide the information you require in the Traveller Comments field of the Approval window. Once they have done so, the transaction's status on the approver's Transaction Approval screen will remain as Information Required, but it be clearly identified as a transaction that is back with the approver after being replied to by the account holder ("Information Provided").

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