2. Expenses Approval Process

This lesson explains the expenses approval process in CMAP.

There are two different options in the set-up of your CMAP in regard to the expenses approval process. You will either have One Stage Approval or Two Stage Approval, below these two options are explained.

NOTE: Expenses, once submitted, are sent to finance first. This is because it’s usually finance who reject expense claims for various reasons. Therefore, if it goes to them for approval first, it stops the other approver (if you have two stage approvals) from having to deal with the claim as it goes back and forth through financial approval.

One Stage Approval

Expenses Awaiting Financial Approval – once a claim is submitted it goes to this area, this shows for any user with Financial Approval of Expenses set for them. The finance approver should then click into the claim, review it and either reject (including reasons for rejection) or approve the claim. If the claim is rejected, the submitter will be notified via email of their rejected claim and told of the reasons for rejection. The submitter should then rectify the issues with their claim and resubmit, this will then appear again in Expenses Awaiting Financial Approval. If a claim is approved it then moves to the Expenses Approved for Payment area.

Expenses Approved for Payment – once a claim has been approved, finance need to pay it via their normal processes, then mark it as paid here. The expense claim will then appear as paid in the users My Expense Claims screen and will disappear from the Expenses Approved for Payment list.

Two Stage Approval

Expenses Awaiting Financial Approval – once a claim is submitted it goes to this area, this shows for any user with Financial Approval of Expenses set for them. The finance approver should then click into the claim, review it and either reject (including reasons for rejection) or approve the claim. If the claim is rejected, the submitter will be notified via email of their rejected claim and told of the reasons for rejection. The submitter should then rectify the issues with their claim and resubmit, this will then appear again in Expenses Awaiting Financial Approval. Once a finance user accepts a claim it then moves to the Expenses Awaiting Manager Approval area, showing for the Approver of that claimant only.

Expenses Awaiting Manager Approval – these go to the user set as approver on the users account profile. This will usually be a line manager. The approver then approves or rejects the claim. If it is approved, it will then appear in the Expenses Approved for Payment area on the finance approver’s screen. If the approver rejects the claim then the details will be emailed to the user who submitted the claim. The user will then have to amend the claim and resubmit it, this will re-set the submission process and it will need to go through financial approval again first before coming back for manager approval.

Expenses Approved for Payment – once a claim has been approved by both stages, finance need to pay it via their normal processes, then mark it as paid here. The expense claim will then appear as paid in the users My Expense Claims screen and will disappear from the Expenses Approved for Payment list.