Out-of-pocket expense management allows finance teams to track, review, and approve reimbursable employee expenses. An Org Owner or Admin can assign one Approver for their Organization to manage all out-of-pocket expense reports.
When a user submits an out-of-pocket expense report, the Approver will be alerted to review the new submission via email and notification in the Notification Center. From the Expenses section in the Web app, the Approver can review, reject, approve, and keep track of which out-of-pocket expense reports have been reimbursed.
Follow along with our video walk through on managing out of pocket expenses or step by step instructions below.
Assigning an Approver
- To set an Approver for your Org, click the Manage Org drop-down menu from the Home page and select Organization Info.
- Scroll down to the Out-of-Pocket Expenses section and confirm that it is toggled to “On”.
- From the drop-down menu, select the user you wish to assign as your Org’s Approver or type in the user details to narrow the search options.
- Once you have selected an Approver, click Save to confirm. The Approver will have access to all of your Organization’s out-of-pocket expense submissions. There can only be one Approver per Org, and the Org Owner or Admin may reassign the role at any time by selecting the pencil icon.
Note: Approving expense reports is only available on the web app.
*Out-of-pocket expense management is not available through all issuers. If you're not sure if you have this feature, please contact customer support.