Approve or Deny Reimbursable Expenses on the Web Site

Reimbursable expenses submitted by end users must be approved by managers, any assigned approvers based on your Approval Routing, and final approving admins in Abacus. You may review and edit, approve, or deny submitted reimbursable expenses on the Abacus web site or via the iOS and Android apps.

Managers, approvers, and admins can also approve submitted card transactions in Abacus.

Approve Submitted Reimbursable Expenses

1. To review, edit and approve a reimbursable expense on the website, click Reimbursements in the Admin or Manager menu. The Needs Review tab opens by default.

2. Click on the desired expense to open the View Details page and review the expense information, paying attention to any warnings.

3. Managers may approve expenses on the View Details page one of two ways.

• Use the keyboard shortcuts at the top of the View Details page.

• Or use the Approve button at the bottom of the View Details page. 

Note that the button only appears

4. Managers can then move to the next transaction needing approval using the navigation arrows at the top of the page or keyboard shortcuts. 

Actions Column

Managers may also edit, view details, approve, or deny the expense using the More Actions button in the Actions column. 

To edit an expense in order to correct or supplement information provided by the employee, click the More Actions button and select Edit. Add or revise the information and click Save.

To approve individual expenses directly from the Reimbursements screen, click the Approve button in the Action column.

To approve more than one expense at a time, check the boxes next to the expenses you would like to approve and click Approve.

If you are a final approval admin, your approval will automatically queue a reimbursement for the submitter. Admins may, however, reverse an approval using the Deny button if they notice an error before the payment has been initiated that day. See Deny Submitted Reimbursable Expenses on the Website, below, for more details.

Once a transaction has been approved, it appears in the Completed tab.

Deny Submitted Reimbursable Expenses

Admins may deny a reimbursable expense during the approval process or reverse an approval (i.e., "unapprove") using the Deny button if they notice an error before the payment has been initiated that day.

Once payment has been processed, we are unable to reverse the payment, and any reconciliation of an expense approved in error will have to take place outside of Abacus.  

1. To deny a reimbursable expense on the website, click Reimbursements in the Admin or Manager menu. The Needs Review tab opens by default.

To view expenses that have already been denied, click the Denied tab.

You may also deny previously approved expenses as long as the payment has not yet been initiated. click the Complete and Needs Manager Review tabs to filter for those expenses, or create your own filters and save them. See Available Advanced Filters for Expenses and Transactions for more details.

2. Click on the desired expense to open the View Details page and review the expense information, paying attention to any warnings.

3. Managers may deny expenses on the View Details page one of two ways.

• Use the keyboard shortcuts at the top of the View Details page.

• Or use the Deny button at the bottom of the View Details page. 

4. Managers can then move to the next transaction using the navigation arrows at the top of the page or keyboard shortcuts. 

Actions Column

Managers may also edit, view details, approve, or deny the expense using the More Actions button in the Actions column. 

To edit an expense in order to correct or supplement information provided by the employee, click the More Actions button and select Edit. Add or revise the information and click Save.

To deny individual expenses directly from the Reimbursements screen, click the More Actions button next to the desired expense and select Deny button.

To deny more than one expense at a time, check the boxes to the left of the desired expenses and click Deny.

Then, choose whether you would like to send the expense back to the submitter (e.g., if they need to add or refine information) or to permanently deny the expense so that it can't be resubmitted (e.g., if the expense is out of policy). Include a note and click Deny.

Once a transaction is approved or denied, it appears in the Completed tab.