I Expense Online Expense Approvals

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1 I Expense Online Expense Approvals Page 1

2 Contents Approving Expense Reports... 3 Viewing Expense Reports Receipts... 7 Alternative Actions... 9 Page 2

3 Approving Expense Reports Approving Expense Reports Procedure In this session we will review the Approval process for Expense Reports. Approvers have 4 options when responding to notification for expense report Approve you authorize that the expense report has been reviewed, that all expenses are allowable and required receipts have been submitted. Reject after review you do not authorize the expense. Reassign the expense report requires approval by another individual Request Information ask the originator of for additional information or clarification prior to approving the expense report. 1. Enter your username into the User Name field. Page 3

4 2. Press [Tab]. 3. Enter your password into the Password field. Need assistance with your ID or password contact the help desk at ext Click the Login button. Page 4

5 5. Click the Internet Expenses GUI link. 6. Click the Expenses Home link. 7. Scroll down to the Notifications section to see all open notifications waiting for approval. Notifications appear at the bottom of the Expense Home page. Users will be able to view all Notifications from this form. Page 5

6 8. To approve the expense report click the notification link for "Expense XXXXXX for XXXXXX". e.g. see below 9. The notification will open and the Approver will have four different options: Approve, Reject, Reassign, Request Information. Approve you authorize that the expense report has been reviewed, that all expenses are allowable and required receipts have been submitted. Reject after review you do not authorize the expense. Reassign the expense report requires approval by another individual Request Information ask the originator of for additional information or clarification prior to approving the expense report. Before the approver takes the necessary action they will click on the Attachments to review the receipts back-up and make sure that all expenses are attached for this report. Page 6

7 Viewing Expense Reports Receipts Viewing expense Report Receipts 10. Press the left mouse button on the Receipts (170 Attachment) button Markview login screen will launch and request your Username and Password. Your MarkView ID and Password are the same Oracle. Page 7

8 12. Press [Tab]. 13. Enter your password into the Password field. 14. Click the OK button. 15. The Expense Report Receipt attachments will be displayed. For our example: The first two pages of this expense report is the expense report bar code containing the general information and expense lines submitted. 16. Click the Next Page link to view the receipt attached. 17. Click the Next Page link to view the receipts attached. 18. Click the Next Page link to review the receipts attached. Page 8

9 19. Once the Approver finishes reviewing all the attached receipts they can close Markview or if you have additional expense reports to APPROVE leave the window open and when you click on the attachements link for the next expense report the receipts will displayed in the same window.. If everything is okay with expense report and they have no questions or concerns (e.g. expense is not legitimate, missing receipt) then they will Approve the expense report. If they have any questions or concerns (e.g. expense is not legitimate, missing receipt) on the expense report they can either Reject the expense report or Request Information. Alternative Actions Approving Expense Reports ALTERNATE ACTION 20. Select the Reassign button. Users select to reassign when the expense report should be manually forwarded to another approver in the University. The approver will click the Reassign button. 21. Enter the name of the individual that the expense report should be sent to 22. Enter a reason for the delegation in the Comments box. 23. Select the Request Information button to ask the originator or another employee a question regarding the expense ask the originator or another employee a question regarding the expenses. 24. The individuals name will appear or select Any User button and select the name of an employee. 25. Enter your questions in the Information Requested box and click on Submit. Page 9

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