Return Expenses or Entire Expense Report

Send the entire expense report back to the employee

To return the entire expense report to the employee for correction:

On the home page, in the Required Approvals section of My Tasks, click the desired report. The report appears.
Click Send Back to Employee. The Send Back Report window appears.
Enter a comment for the employee, explaining why you are returning the report.
Click OK.

Send one or more expenses back to the employee

Your company may allow you to return selected expenses on a report - without returning the entire report. If so:

On the home page, in the Required Approvals section of My Tasks, click the desired report. The report appears.
Click the expense. The expense details appear on the Expense tab.
Select the Send Back Expense? check box.
Click Approve. The Send Back to Employee / Expenses to Send Back window appears.
Enter a comment.
Click OK.

Then, Expense automatically:

New report:
- Creates a new report named "Addendum to: <report name>" using the report header information from the original report along with any report-level exceptions
- Attaches the selected expenses along with any entry-level exceptions
- Adds an audit trail item, which includes the original report name and report ID
- Returns the newly generated report to the employee along with the approver-entered comment
  
  Note
  
  The newly created report is treated like a regular new report from that point forward. The user may not elect to submit it and can delete the report entirely. If it is submitted it is handled like a completely separate report from the original transaction.
Original report:
- Approves the remaining expenses on the original report
- Adds an audit trail item, which includes the newly generated report name and report ID
- Moves the original report to the next workflow step

Both reports appear on the user's Report List page. The user can now open the newly generated report, make the requested changes, and submit the report.

Eligible entries

Not all entries can be split from the original expense report and sent back to an employee. Several of the Expense features are incredibly complex and are only effective if all related expenses appear on the same expense report. Certain required calculations and some of the compliance processing require that the entire report remaining in-tact. For that reason, an expense report that is associated with a cash advance or authorization request or an expense report that contains fixed allowance expenses (created using the Travel Allowance feature) cannot be split up.

In addition, the interdependent nature of itemized expenses requires that itemizations (the "child" entries of an itemized expense) cannot be sent back individually; the entire itemized expense (the "parent") must be sent back to the employee.

In these cases, the Send Back Expense? check box does not appear for the approver.

Returning all expenses

If you return all expenses on a report using the Send Back Expense? check box, Expense assumes that the entire report should be returned. Expense does not create the "addendum" report; Expense returns the original report as per normal procedure.