Notifying an Employee to Submit an Expense Report | Scribe

    Notifying an Employee to Submit an Expense Report

    • Kristin Lawrence |
    • 0 step |
    • 22 seconds
      Expenses should be bundled together into expense reports whenever possible. It is best practice to submit non-travel reports bi-weekly or monthly based on the number of expenses. Travel expense reports should be submitted in support of a trip.
      When the expense report is complete, review the exception messages and make\ changes if necessary. Select **Ready for Review**.
      In the **Report Totals** window, review the payment amount and details. Select **Ready for Review.**
      The Expense page displays a message indicating an email notification has been sent to the employee, notifying them they have an expense report ready for review and submission.
      In the event the expense report includes an exception that will prevent the employee from submitting the report, a pop-up message will display. Unless the employee is expected to correct the error, the expense delegate should address the error prior to notifying the employee the report is ready for review.

      Email Notifications

      Employees receive an email notification indicating an expense report is ready for review and submission. The employee can select **View Report** to launch Concur.
      Once in Concur, employees should look for the **Ready for Review** text indicating which report is ready for review and submission.

      Helpful Hints: Steps 6 - 7

      If you select Ready for Review and receive a pop-up message indicating that the report includes an exception preventing the employee from submitting the report, expense delegates should correct the error unless the employee is expected to correct the error. For example, employees must submit the Missing Receipt Declaration.
      - Suppose expense delegates notice errors or want to add additional information to a report once an employee is notified the report is ready to submit. In that case, they can select **Not Ready for Review**. This action changes the report status to **Returned**, informing the employee that the report is no longer ready for review. - If the employee has already submitted the report for approval, expense delegates will see **Recall Report**, which will pull the expense report out of workflow. - Review the *Resolving Submission Errors – Expense Delegate Quick Reference Guide* for detailed instructions on each of these scenarios.
      Visit [concur.duke.edu/training](http://concur.duke.edu/trainingfor) for a library of Quick Reference Guides and other\ resources.
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