You can access the Review and Approval page via Team → Review and Approval. The menu item is displayed if the logged-in user has the Approve expenses for users (Approver) permission and is assigned as an approver for employees.
You specify which employees a user is allowed to review and approve in User Administration on the Review/Approval page. An employee can be assigned one or more approvers.
The approval view is divided into the In Review and Approved sections.
In Review
The In Review section shows all expenses of your assigned employees that are currently awaiting your review.
Use the employee selection to filter the view by individual employees or display the expenses of all employees assigned to you.
For trips, you can expand the individual sections using the arrow on the right-hand side. This allows you to view additional details about the trip and the expenses included in it.
After reviewing an expense, two actions are available directly for the respective expense:
- Green check mark: Approves the expense.
- Red X: Rejects the expense. When rejecting an expense, you must provide a reason for the employee.
If an expense is rejected, the employee can make the necessary corrections and then submit it for review again.
View the original receipt
For receipts, you can use the paperclip icon to view the uploaded original receipt. This is available for both individual receipts and receipts that are part of a trip.
Click the paperclip icon to open the original receipt. This allows you to compare the uploaded receipt directly with the receipt data entered in Spesenfuchs while reviewing the expense.
Additional information for entertainment receipts
For an entertainment receipt, an additional information icon (i) is displayed. Click the icon to open a dialog containing the additional information entered for the entertainment receipt.
The dialog shows:
- the persons entertained,
- the place of entertainment,
- the occasion, and
- whether only internal employees were entertained.
This allows you to review the additional information entered for the entertainment receipt without leaving the approval view.
Foreign currencies and exchange rates
For receipts in foreign currencies, an icon is displayed next to the amount. Click this icon to view the exchange rate information used for the conversion.
- A green icon indicates that the automatically determined system exchange rate was used to convert the foreign currency.
- An orange icon indicates that the employee entered a custom exchange rate.
Clicking the icon opens a detailed view of the exchange rate information used. It shows:
- the exchange rate actually used,
- the automatically determined system exchange rate,
- the date of the system exchange rate,
- the amount in the foreign currency, and
- the resulting amount in euros.
If a custom exchange rate was used, Spesenfuchs also shows the impact on the reimbursement. You can see whether the reimbursement is higher or lower compared with the system exchange rate and the amount of the difference.
This allows you to understand during the approval process why the employee used a different exchange rate and what financial impact the difference has.
Multiple approvers
An employee can be assigned multiple approvers. When the employee submits an expense for review, it is displayed to the assigned approvers in the In Review section.
The One approval is sufficient approval rule currently applies. As soon as one of the assigned approvers approves the expense using the green check mark, the approval process is complete. No additional approval from the other assigned approvers is required.
You can manage approver assignments and the approval rule in User Administration on the Review/Approval page.
Approved
The Approved section shows all expenses that have already been approved within the last 180 days.
Further information
For more information about the approval process, see the Approval workflow.