PeopleSoft - Approving an Expense Report

Purpose:

This guide explains how to approve an expense report through Financials.

Procedure:

To begin approving expense reports, you will need to have access to the PeopleSoft Financials system.

Go to www.case.edu/fin to log in.  You will need your CWRU Network ID and password for access.  Once logged in, you should see the Main Menu link on the top left hand corner.

  1. From the Main Menu, click the Travel and Expenses link.
  2. Click Approve Transactions link.
    Screenshot of the main menu screen of case.edu/fin with "Travel and Expenses" selected from the main search dropdown and "Approve Transactions" selected from the options in the secondary and tertiary flyouts of that dropdown
  3. From the Main Menu, click the Travel and Expenses link.
  4. Click Approve Transactions link.
    Screenshot of "Approve Transactions" screen with a list of two transactions awaiting approval
  5. The Approve Transactions screen appears with the reports needing approval 

    The Overview tab gives a list of all items needing approval.‌
    Screenshot of the "Approve Transactions" screen with the "Expense Reports" tab clicked to filter out any non-expense reports requiring approval

  6. Click on the Expense Reports tab to see expense reports
  7. To review an expense report, click on Transaction ID link for the specific line item or transaction.
    Screenshot of the "Expense Report Summary" page feautring all stored information on the selected report
  8. You will see the Expense Report Summary page. 

    For reference, the Report ID number is at the top of this page.

  9. To see the accounting distribution information, click the Accounting Defaults link.
    Screenshot of the "Accounting Defaults" page. This displays the percentage distribution of the Report in question
  10. You will see the Accounting Defaults page. 
    The Oper Unit is the department ID. You will notice the % column if the expenses are shared. 

    The Speed Type and Event Chartfields will be completed.

  11. Click OK to return to the expense report.
    Screenshot of full expense report summary
  12. To view the receipts that are attached to a report, click the Attachments link in the General Information section.
    Screenshot of the "Approve Transactions" screen with the "Comments" section and "Approve", "Send Back", "Deny" and "Save Changes" buttons all visible at the bottom
  13. To approve the report, scroll to the bottom of the page. Click the Approve button.
    Screenshot of the "Approve Transactions" screen with the "Save Confirmation" pop up visible. This pop up contains a final review of all the report information along with "OK" and "Cancel" buttons at the bottom
  14. The Submit Confirmation page appears. Click the OK button to continue.
    Screenshot of the "Approve Transactions" screen with the "Comments" section and "Approve", "Send Back", "Deny" and "Save Changes" buttons all visible at the bottom
  15. The approver also has the ability to send back an expense report to the sender for revision. 

    To do this, the approver must enter comments in the comments box above. Click the Send Back button when complete.
    Screenshot of the "Approve Transactions" screen with the "Save Confirmation" pop up visible. This pop up contains a final review of all the report information along with "OK" and "Cancel" buttons at the bottom. There is also an indicator that the report will be sent back for revision instead of approval

  16. You will see the confirmation page to send report back for revision. Click the OK button when complete.
    Screenshot of the "Approve Transactions" screen with the "Comments" section and "Approve", "Send Back", "Deny" and "Save Changes" buttons all visible at the bottom
  17. To make comments without making an approval decision, you may save changes by clicking the Save Changes button.
  18. Denying a report will not stop the report. The submitter will need to resubmit a new report. This option is not recommended unless absolutely necessary. Click the Deny button to deny the report.
    Screenshot of the "Approve Transactions" screen with the "Comments" section and "Approve", "Send Back", "Deny" and "Save Changes" buttons all visible at the bottom
  19. To continue approvals, click Next in List or Return to the Approval List links to choose another report to view.

End of Procedure.