In HRStop, once employees or admins raise an expense report, it enters an approval workflow. As an admin, you have full control over reviewing and taking appropriate action on these submissions.
Admin approval ensures compliance with company policies, validates bills, and finalizes reimbursement eligibility.
Steps to Review and Approve Expense Reports
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Navigate to the Expense Module
- Go to Control Panel → Expense → Employees
- This section displays a list of all expense reports submitted by or on behalf of employees.
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Locate the Expense Report
- Use filters like employee name, status, or date range to find the report.
- You can also search by report title or project (if tagging is enabled).
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Review Report Details
- Click on the “i” (info) icon or on the Employee Code to open the report.
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Inside the report, you’ll see:
- Report Title
- Date Submitted
- Project / Customer
- List of Expense Line Items
- Attachments (bills, receipts, invoices)
- Total Amount Claimed
- Click on any attachment to preview receipts before approval.
Actions Available to Admins
Once you review the details, use the icons under the Actions column to take the appropriate action:
| Action | Description |
|---|---|
| Approve | Approves the expense report. The status updates to Approved, and the report becomes eligible for payout. |
| Reject | Denies the expense report. You can optionally provide a reason for rejection (e.g., missing bills, duplicate claim). |
| Put on Hold | Temporarily suspends the report for review later. It won’t move forward until action is taken. |
| Mark for FNF | Marks the expense report to be settled during Full and Final settlement, typically used for exiting employees. |
| Delete | Permanently removes the report from the system. This should be used only when an expense is raised in error. |
Note: Once approved, the expense becomes visible for Payout Processing under the Payouts section.
Tips for Admins
- Always review attachments before approval to avoid processing invalid claims.
- Use the Remarks field inside the report to view employee comments or justification.
- Leverage the Analytics → Expense module for tracking approvals by status, category, or employee.