How to Approve or Reject an Expense Report. & Approver Checklist. Approver Checklist
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- Andra Goodwin
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1 How to Approve or Reject an Expense Report & Approver Checklist 1 You will need to make a decision whether to approve or reject each expense report submitted by your direct reports. Use this job aid to help you make your decision correctly. The first section of this job aid will guide you through the approval and/or rejection processes. The second section is a checklist to help you remember your required tasks. 2 How to Approve or Reject an Expense Report Approver Checklist 2012 Assurant, Inc. All rights reserved. 1 LD-JA-0788 Rev (RL)
2 E.R.A. - How to Approve or Reject an Expense Report Approving an Expense Report Figure 1.1 The My Inbox page Documents submitted to you for approval reside in a queue until you take action. You have the option to Approve, Reject, or Return for More Information any expense reports pending your review. Follow these steps to approve an expense report: 1. On the My Inbox page, click Documents To Review. (Figure 1.1) 1. Click Documents to Review Note: The system indicates the number of documents pending your review in brackets next to the Documents To Review tab. 2. On the Documents to Review tab, click Open Document next to the report you wish to review. (Figure 1.2) Figure 1.2 The My Inbox page (with the Documents To Review tab active) 2. Click Open Document 2012 Assurant, Inc. All rights reserved. 2 LD-JA-0788 Rev (RL)
3 E.R.A. - How to Approve or Reject an Expense Report 3. On the Expense Report window, review the expense report. Add any comments required for items that are exceptions to the Travel Policy or any clarifying comments needed to the Document Note box. (Figure 1.3) Figure 1.3 The Expense Report window Note: The Manager Review section of the expense report is located at the bottom of the page. Remember to scroll down. 4. Click Approve. (Figure 1.3) 3. Add desired comments to the Document Note box 5. In the Document Approval window, click Close. (Figure 1.4) 4. Click Approve Figure 1.4 The Document Approval window 5. Click Close 2012 Assurant, Inc. All rights reserved. 3 LD-JA-0788 Rev (RL)
4 E.R.A. - How to Approve or Reject an Expense Report Returning an Expense Report for Additional Information Figure 2.1 The My Inbox page If you receive an expense report that requires your approval, and you need a better explanation for a particular expense and/or expense report, you should return the document for additional information. The individual who submitted the expense report cannot make any changes to the expense or allocations, other than adding notes when the document has been returned. 1. Click Documents to Review 1. On the My Inbox page, click Documents To Review. (Figure 2.1) 2. On the Documents to Review tab, click Open Document next to the report you wish to review. (Figure 2.2) Figure 2.2 The My Inbox page (with the Documents To Review tab active) 2. Click Open Document 2012 Assurant, Inc. All rights reserved. 4 LD-JA-0788 Rev (RL)
5 E.R.A. - How to Approve or Reject an Expense Report 3. On the Expense Report window, review the expense report and add comments to the Document Note box explaining why the document is being returned for more information. (Figure 2.3) Figure 2.3 The Expense Report window Note: The Manager Review section of the expense report is located at the bottom of the page. Remember to scroll down. 4. Click Return for More Information. (Figure 2.3) 3. Add comments explaining why the document is being returned 5. In the Document Approval window, click Close. (Figure 2.4) Note: Once changes have been made by the creator, the expense report will re-appear in the approver s Documents to Review tab. 4. Click Return for More Info Figure 2.4 The Document Approval window 5. Click Close 2012 Assurant, Inc. All rights reserved. 5 LD-JA-0788 Rev (RL)
6 E.R.A. - How to Approve or Reject an Expense Report Rejecting an Expense Report Figure 3.1 The My Inbox page When you receive an expense report that has expenses/exceptions you do not accept, you must reject the document. Rejecting the document returns it to the creator so that he/she can make any necessary changes. Once rejected, the document is no longer locked from editing and can be modified. 1. On the My Inbox page, click Documents to Review. (Figure 3.1) 1. Click Documents to Review 2. On the Documents to Review tab, click Open Document next to the report you wish to review. (Figure 3.2) Figure 3.2 The My Inbox page (with the Documents To Review tab active) 2. Click Open Document 2012 Assurant, Inc. All rights reserved. 6 LD-JA-0788 Rev (RL)
7 E.R.A. - How to Approve or Reject an Expense Report 3. On the Expense Report window, review the expense report and add comments to the Document Note box explaining why the document is being rejected. (Figure 3.3) Figure 3.3 The Expense Report window Note: The Manager Review section of the expense report is located at the bottom of the page. Remember to scroll down. 4. Click Reject. (Figure 3.3) 5. In the Document Approval window, click Close. (Figure 3.4) 3. Add comments explaining why the document was rejected Note: Once changes have been made by the creator, the expense report will re-appear in the approver s Documents to Review tab. 4. Click Reject Figure 3.4 The Document Approval window 5. Click Close 2012 Assurant, Inc. All rights reserved. 7 LD-JA-0788 Rev (RL)
8 E.R.A. - Approver Checklist Approver Checklist As an approver you are the eyes for Assurant in making sure that all expense reports are in compliance with the Assurant Travel Policy. Only a small percentage of expense reports go to the AP Audit review queue. Often you will be the last person to review an expense report. The following is a check list to help you verify that each report is correct prior to approval. Are all of the expenses on the report valid business expenses? The validity of each charge can only be verified by the employee s manager as AP Audit review does not have enough knowledge to identify items that may not be valid business expenses or may not be in accordance with the business travel policy (i.e. a meal listed with brokers could in actuality be a family meal). Are all required receipts provided? (See list of required receipts.) The following corporate credit card expenses require that the submitter fax a copy of the receipt along with the expense report coversheet: Hotel Employee Recognition Morale and Motivation Employee Recognition Gifts Employee Recognition - Gift Cards Gift Cards - Non-Employees & Agents Promotion Items for non-employees Books/Periodicals/Audio Materials Convention Other Miscellaneous Expenses Supplies General Supplies Copy Machine Wireless Expense Company Subsidy Telephone Expense Types Contests and Awards Contests and Awards Suite Solutions Serv Fees AH Program For questions regarding these exceptions, please contact your Accounts Payable department. All out of pocket expenses (non-corporate credit card transactions, $25.00 and greater), require a faxed receipt. Note The fax cover sheet submitted with receipts does not verify that all required receipts are present. It is up to the employee s manager to verify that required receipts are submitted. You can view submitted receipts by clicking the link: 2012 Assurant, Inc. All rights reserved. 8 LD-JA-0788 Rev (RL)
9 E.R.A. - Approver Checklist Are there any personal expenses to report? If the employee accidentally makes a personal charge on the corporate credit card, the submitter should checkmark the transaction within E.R.A. as Personal - Do Not Reimburse and pay that expense directly to the corporate credit card company. Be sure to verify that the personal expense(s) appears in the Financial Overview To prevent abuse, the number of personal charges made to the corporate credit cards is monitored. Expense Details The Expense Details section indicates that an item is marked personal with the icon. Any time this icon is present, the employee is indicating a personal expense. Be sure to ask: Have I determined if the personal expense was associated with a business purpose? (i.e. extra night at a hotel because of an extended business trip for personal reason) If not related to business, have I discussed with the employee why their business card was used rather than a personal card? Has the employee made arrangements to pay the corporate credit card company directly for this item? Has a note explaining the circumstances of the charge been entered by the employee? 2012 Assurant, Inc. All rights reserved. 9 LD-JA-0788 Rev (RL)
10 E.R.A. - Approver Checklist Do any of the cost centers need to be changed? If yes, verify this by looking at the line item that details which cost center is being charged. Note - When an employee allocates to a different cost center their default cost center will appear in the header section of the expense report as well as the fax cover sheet. Expense Report AE0017**** For a quick view of allocations, the account distribution indicates the specific cost center that is being charged and will indicate the total dollar amount. For specific information on an item, please refer to the Expense Details section. Expense Details 2012 Assurant, Inc. All rights reserved. 10 LD-JA-0788 Rev (RL)
11 E.R.A. - Approver Checklist Are there any items that need to be charged to a general ledger account or cost center not available in E.R.A.? If yes, these expenses should be coded to the Other Miscellaneous expense type and the correct general ledger (gl) account number should be provided in the description field. If the employee does not know the gl account number, please have the employee provide a description of the expense. For inter-company reallocations, expenses should be coded to the Other Miscellaneous expense type and the employee should provide the entity, gl account number and cost center in the description field. Have all recipient/guest names or department names been entered where required? Recipient names are required for: Employee Recognition expense types. Employee Meals Inhouse. Employee Recognition - Gift Cards Employee Meals with other Assurant employees. Entertainment charges. Gift Cards - Non Employees & Agents Note - Some of the recipient names are provided as an itemization on the expenses report. Have all exceptions to the Travel Policy been explained in a note to document the reason the exception was needed? Items that are exceptions to the Travel Policy, but are submitted for reimbursement (e.g. not using Guardian to make travel arrangements, reimbursement of late fees, etc.), must be explained by providing a note to the item. The same is true for non-reimbursable items paid for with the corporate credit card. Note - Prior to approval, if a note is not provided to any of these types of items, the ERA must be returned for more information to the submitter Assurant, Inc. All rights reserved. 11 LD-JA-0788 Rev (RL)
12 E.R.A. - Approver Checklist Has each hotel charge been correctly itemized? Each hotel charge must be broken out for each type of charge applicable: Room and Taxes Meals Internet Parking Etc. When expenses are itemized, the total charge is displayed in bold font as the first line of the expense. Itemizations fall underneath this line and contain accounting detail, such as allocations and personal Do Not Reimburse items. If there are any personal expenses such as an in-room movie or extended personal stay, verify that these expenses have been marked personal on individual line items and include a note of explanation for each personal charge. The process is almost the same as a entering regular line item for a personal expense: Look for the icon, indicating the charge is a personal expense. Verify that the submitter has included an item note explaining the charge Assurant, Inc. All rights reserved. 12 LD-JA-0788 Rev (RL)
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