Reviewing your team's expenses

For managers and approvers in the webapp. Where expenses waiting on you show up (Waiting on you on the dashboard, To review on Me), how to decide on them, and how Team shows the allowance and expenses of the people who report to you.

If you approve expenses without HR access, for example as someone's manager or as a member of an approver group, you review them in the webapp: on your dashboard and on your Me page. This article covers who gets these views, where to find what is waiting on you, how to decide, and how Team works.

Who gets the approver views

You get them when at least one of these is true:

• People report to you. You are set as their manager in their employee data.
• You are in an approver group on your company's approval settings.
• An expense is waiting on you, for example because HR added you as an approver.

Everyone else sees Me as a single page.

The Me menu

For approvers, Me has a menu on the left:

• Me: your own page, with your allowance and expenses.
• Team: the people who report to you. Shown only if someone does.
• To review: every expense waiting on you, with the number in an orange circle.

On a narrow screen, open the menu with the menu button in the top bar.

Waiting on you on your dashboard

Your dashboard shows Waiting on you beside Your deadlines. It lists the five oldest expenses waiting on you, with the count in an orange circle and oldest since {date}. Each row shows the person, how long ago they submitted it, the category and the amount.

Select a row to open the expense in the side panel right on the dashboard. After you decide, the next expense waiting on you opens. Open all {count} in To review takes you to the full list. With nothing waiting, the card says Nothing is waiting on you right now.

To review

To review says "Expenses where you are the approver. Open one to check the receipt and decide." It lists every expense waiting on you, oldest first, with a search box above the table.

You can decide in two ways:

• In the row. Approve approves it straight away. A report without a receipt first asks Approve without a receipt?, and you confirm with Approve anyway. Send back (expense reports only) asks "What should {name} change?"; write what to fix and select Send back.
• In the panel. Select the row to open the expense with its receipt, details and checks. The footer has Decline, Request changes and Approve, and after a decision the next expense waiting on you opens.

For what each decision does, see deciding on an expense report. When nothing is waiting, the page says Nothing to review.

Team

Team says "People who report to you. Open a row to see their expenses this year." Each row shows:

• Employee: name and role, with {count} waiting on you when something of theirs waits on you.
• Allowance: their allowance for the period.
• Used: what they have used, with a small bar.
• Remaining: what is left.

Above the table you can search by Name or role, and filter by Utilisation, the share of the allowance used: Any utilisation, Under 20%, 20 to 40%, Over 40% or Over 80%. Click a column heading to sort by it; the list starts sorted by Used, highest first. The last row is the Team total (a Filtered total while you search or filter).

Open a team member

Select a row to open it. You see:

• Their allowance: Left to spend with the amount, of {total}, Resets {date}, and the allowance bar with its legend.
• Expenses {year}: each expense's date, category, amount and status. When something waits on you, Review {count} waiting takes you to To review.

Select an expense to open it in the panel. If it waits on you, you decide there as usual. If it does not, you can read it, but there is nothing to decide.

Team lists current employees whose manager is set to you. People whose last day has passed are not listed.

Troubleshooting

• I do not see Team. It shows only when someone reports to you. Ask your HR team to set you as their manager.
• I do not see the menu or To review. You get them only when people report to you, you are in an approver group, or an expense is waiting on you.
• Someone on my team is missing. Their manager may not be set to you, or their last day has passed. Ask your HR team to check their manager.
• I opened a team member's expense but cannot decide. It is not waiting on you. It may wait on another approver, for example at another step of an approval flow, or it is already decided.
• An expense in To review is not from my team. You are its approver through an approver group, or HR added you to it.