Approving Trips

Approve Trip

Every approver receives a notification when a trip is submitted to them. Approvers can scrutinize the submitted trips and approve them.

To approve a trip:

  1. Go to Approvals on the left sidebar. All the trips, reports, advances, and purchase requests that are waiting for your approval will be listed in the Pending Approval tab.
    Approve Trip
  2. If you want to view only the list of trips that are submitted to you for approval, navigate to the Trips tab.
  3. Click the trip you would like to consider for approval.
  4. Verify the details of the trip, and add comments, if necessary. The submitter will be notified about your comments and it will be shown in the trip under the Comments & History section.
  5. If you’ve reviewed the trip, click Approve at the top right side of the page. The transaction will be approved and a notification will be sent to the submitter.
    Approve Trip

If a transaction has policy violations, you can choose to approve the trip or add comments, reject the trip and ask the submitter to re-submit it after resolving the violations.

Note: Approvers can also approve a trip that was already rejected.


Reject Trip

The approver can choose to reject a trip if the budget amount or the trip itinerary does not comply with the organization’s policy. Once the approver rejects a trip, the submitter of the trip will receive a notification. The submitter can then resolve the violation or the comment on their trip and re-submit the trip for approval.

To reject a trip:

  1. Go to Approvals on the left sidebar.
  2. All the trips, reports, advances, and purchase requests that are waiting for your approval will be listed in the Pending Approval tab.
    Reject Trip
  3. If you want to view only the list of trips that are submitted to you for approval, navigate to the Trips tab.
  4. Click the trip you would like to consider for approval.
  5. Verify the details of the trip, and add comments, if necessary in the Comments & History section. The submitter will be notified about your comments and it will be shown to them.
  6. If you’ve reviewed the trip, click Reject at the top right side of the page.
    Reject Trip
  7. Provide a reason for rejecting the trip and click Confirm. The trip will be rejected.

Update the Submitted Trips

You can make changes to the trips that are submitted to you for approval by updating them.

Prerequisites: You cannot update Closed and Canceled trips.

To update the submitted trips:

  1. Go to Approvals in the left sidebar.
  2. Navigate to Trips tab and select the trip you want to update.
    Update the Submitted Trips
  3. Click the More icon at the top right corner of the page.
  4. Click Update.
    Update the Submitted Trips
  5. Make the necessary changes and click Update. Your trip itinerary will be updated with the changes you’ve made.
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