Approve or return a sheet
When someone submits their sheet, the approvers assigned to them are asked to review it. Your decision is final for that submission: Approve sends it on to be processed, and Return sends it back to the employee with your reason.
Before you begin
Section titled “Before you begin”- You hold the Approver role and you are assigned to the employee. An Administrator who is not an Approver cannot approve.
- The sheet is Submitted.
Find the sheet
Section titled “Find the sheet”You are told in three ways: an Approval Required notification, an email, and the Approval tab under Workflow, which lists the sheets waiting for you with the employee, the period and the total. Choose Open to review one.
Review it
Section titled “Review it”- Look at the totals for Mileage, Subsistence and Expenses, and the Sheet total.
- Read each claim: the route and distance, any distance adjustment and its reason, the rate applied, and the calculation notes.
- Open the Warnings tab. Each active warning shows the employee’s explanation.
- Open receipts on the Expenses tab. An expense without a receipt shows the reason the employee gave.
- Open the Revisions tab to see the employee’s confirmation, and what changed since an earlier submission.
Approve
Section titled “Approve”-
Choose Approve.
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Read the confirmation: “I confirm I have reviewed this submitted revision and approve it for processing.”
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Choose Approve to confirm. Cancel, or clicking outside the box, leaves the sheet unchanged.
The status becomes Approved, the employee receives a Sheet Approved notification, and the sheet appears for a Manager to process. Only one assigned approver needs to approve.
Return
Section titled “Return”-
Choose Return.
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Enter the Reason: “Say why this sheet goes back”. It is required.
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Confirm.
The sheet goes back to Draft and the employee is notified. Your reason is stored with the sheet and shown in its history.
What happens next
Section titled “What happens next”- After you approve, you keep read-only access to the sheet, as long as you hold the Approver role.
- A sheet you have approved can still be reopened by an Administrator, with a reason, until it is processed.
Common issues
Section titled “Common issues”“Refresh this sheet. It is no longer awaiting approval.”
Section titled ““Refresh this sheet. It is no longer awaiting approval.””Another approver acted first, or the employee withdrew it. Reload the page to see the current status.
“Only an assigned approver can approve this sheet.”
Section titled ““Only an assigned approver can approve this sheet.””You are not one of this employee’s approvers. Ask an Administrator to add you on the employee’s Approvers tab. See Choose approvers and managers.