Approving an Expense Report (Primary Approvers and Delegate Approvers)

The basic workflow model begins when employees submit their expense reports into workflow. An expense delegate may create the report, but they are not part of the workflow.

Once you receive an email indicating a report is ready to approve, log into Concur by going to the Concur tab in [work.duke.edu](http://work.duke.edu) or directly using the link available at [concur.duke.edu](http://concur.duke.edu). From the Home page, select **Required Approvals.**

You can also find the **Required Approvals** in **My Tasks**.

Select the hyperlink associated with the expense report you want to approve from **Approvals**. Notice information about the report displays. **Report Name** is pulled directly from the **Report Header**. Information may display before the report name may users enter additional information in the header. **Report Date** is the date the report entered workflow. **Amount Due Employee** is the reimbursement amount, and the **Requested Amount** is the total amount of the report. This example includes corporate card charges and reimbursements due to the employee. Icons may displayed based upon expense report activity.

Under **Report Name**, select the hyperlink of the report to review it. From the report, you will see any exception messages that apply to the report, a list of expenses included, and a report summary. Select **Details** to see a variety of information. - **Report Header** – details providing context about the report. - **Totals** – dollar totals. - **Audit Trail** – complete history of activity and audit messages. - **Approval Flow** - workflow approvers. - **Comments** – comments added by delegate, employee, or approvers. - **Allocations** – displays funding source allocation. On the Allocations for Report screen, select **Summary** to see details.

Details Continued...Select **Receipts** for options on viewing receipts. - **View Receipts in new window** – opens receipts in a new window. Great when approving using two screens. This view shows all receipts entered at the expense level in one document. - **View Receipts in current window** – shows the receipt in one screen aligned with the expense and expense details. This view shows all receipts entered at the expense level in one document.

Select **Print/Email** and **DU-Travel & Expense Detail Report** to view the travel summary document.

Perform a detailed review of the expense report, ensuring receipt details align with expenses. **Keep in mind the following when reviewing reports:** - Icons provide information about the expense report. Hover over an icon to display information or see an image of a receipt. - An arrow associated with an expense indicates the expense has been itemized. Select the arrow to view details. - The partial allocation icon indicates it’s been partially allocated at the receipt level. If you do not see a pie chart, that means it’s been allocated at the expense report level. Go to the **Details-Report Header** of the expense report to view the cost object. - Tools are available throughout the view which change the display. Select the **View** link, explore the toolbar associated with receipts, select a column heading to sort expenses to explore the tool, and select a "double arrow" to open and close a section of the screen and determine a display that works best for you.

Once the review is complete, **Approve** the report. Review the **Final Confirmation** and select **Accept**. Once you receive a confirmation, you will be returned to the **Reports** view on the Approvals page. Additional options available include **Send Back to User,** which requires comments, or **Approve & Forward,** which records your approval to the report and allows you to add a user to the approval workflow.

To add an additional department approver to the workflow, select **Approve & Forward**.

In the **Approve & Forward Report** window, from the **User-Added Approver** field, click on the drop down and search for the appropriate approver. Add comment in the comments section, and select **Approve & Forward**.

To add an additional funding source approver to the workflow, in the expense report, select **Details-Approval Flow**.

In the **Approval Flow for Report** window, select the plus **+** sign within the workflow report.

In the **User-Added Approver** field, add the appropriate funding source approver. Select **Save Workflow**.