This user guide will show step-by-step instructions on how to review and approve an expense report in UGAF@Work.
Review and Approve an Expense Report
From the UGAF@Work home page:
1. Click the ‘My Tasks’ icon in the upper right.
2. Select the expense report to view its details, as shown in the image below.
3. The expense report will automatically display the information on the Expense Lines tab.
4. You can navigate to the Header tab to view key information such as the Memo, Expense Report Date, Reimbursement Payment Type, and Budget Check Status.
5. You can navigate to the Attachments tab to view the summarized receipt if one has been attached to the expense report.
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Note: The submitter is not required to attach a summarized receipt, which are the documents that are shown on this tab. They are, however, required to attach a receipt on each individual expense line item, and these attachments can only be viewed by drilling into the report details by clicking the expense report title, as shown in the image below.
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6. You can navigate to the Business Process tab to view the detailed steps of the business process.
7. You have the option to either Approve, Send Back, Add Approvers, or Close the expense report.
a. Approve – Once you have confirmed that the details within the expense report are accurate, you can select this option to move the expense report to the next step in the approval chain. Once you have approved the expense report, you will see a popup like the image below. Click View Details to see the remaining steps in the business process.
b. Send Back – If you notice an error and need to route the expense report back to its creator to make the necessary revisions before resubmitting, you can do so using the “Send Back” option. The ‘To’ field will automatically populate with the name of the individual who submitted the expense report. You will need to enter details about why you are sending the expense report back to the original creator in the ‘Reason’ field. Once you have completed the prompts, click “Submit”.
c. Add Approvers – You may identify the need for additional approvers for this specific expense report, such as the Provost. Once you have reviewed and verified the information in the expense report, you can either search for the individual you would like to add or select them from the drop-down menu. You have the option to leave a comment for the additional approver to view when it routes to their ‘My Tasks’. When you have completed the prompts, click “Approve and Send to Approvers”.
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Tip: Be sure you’ve reviewed the expense report before adding an additional approver because this step will apply your approval as well as move it to the next step in the workflow.
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d. Close – Selecting this option will simply close the expense report within your ‘My Tasks’, but it will not delete it or cancel the business process.