Approving or Denying Non-Travel Expense Reports

• ReferencesReferences

  • OBM Travel Rule
  • Travel and Expenses SAFE Policy

Overview

For non-travel expenses, the supervisor (or designated alternate approver) must review and approve actual expenses. Once approved by the supervisor, the non-travel expense report will then be routed to fiscal staff for coding review and approval. Supervisors automatically have the necessary security role to process non-travel expense reports for their staff. Fiscal staff must have the security role "OH_EX_NON_TRVL_APPROVER" assigned with the specific department ranges for coding review and approval.

Steps for Approving Non-Travel Expense Reports

• https://ohid.ohio.gov/wps/myportal/gov/myohio/https://ohid.ohio.gov/wps/myportal/gov/myohio/https://ohid.ohio.gov/wps/myportal/gov/myohio/https://ohid.ohio.gov/wps/myportal/gov/myohio/https://ohid.ohio.gov/wps/myportal/gov/myohio/https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Travel, Expense and Approvals > Approvals

• All displays all Travel Authorizations and Expense Reports pending approval. To separate them, click the Expense Report or Travel Authorizations.

1. Click Expense Report to view reports separately from Travel Authorizations.

2. Click the applicable Expense Report from the Pending Approvals.

• The Expense Report page displays.

3. Review the employee's expenses.

4. Click View Attachments to validate receipts, if provided.

5. Review View Notes for supporting information, if provided.

6. Review listed Expense Type(s) under Lines.

• Verify that all expenses paid directly by the agency are marked as Prepaid Expenses.

7. Enter Approver Comments about the expense report (required if sending back or denying).

8. Click Approve at the top of the page to approve reimbursement.

9. Click SubmitSubmit.

   
   

   • The expense report will be removed from the list of Transactions to Approve.

Steps for Sending Back Expense Reports for Revision

The approving supervisor can return the expense report if determined a revision is needed. For example, the business reason may not be valid, an estimated expense seems incorrect, or more information is needed.

1. Following the access steps above, click the applicable Expense Report from the Pending Approvals.

2. Review listed Expense Type(s) under Lines.
3. Verify that all expenses paid directly by the agency are marked as Prepaid Expenses.
4. Enter required Approver Comments when sending back expense reports for revision.

5. Click Sendback at the top of the page.

6. Click SubmitSubmit.

   
   

• The expense report will be removed from the list of Transactions to Approve.

Steps for Denying Travel Expense Reports

After reviewing an expense report that has been submitted by an employee, the approving supervisor can deny the expense report if necessary.

1. Following the access steps above, click the applicable Expense Report from the Pending Approvals.

2. Review listed Expense Type(s) under Lines.
3. Verify that all expenses paid directly by the agency are marked as Prepaid Expenses.
4. Enter required Approver Comments when denying expense reports.

5. Click Deny at the top of the page.

6. Click Submit.

• The expense report will be removed from the list of Transactions to Approve.

• This will deny the entire report and none of the expenses will be reimbursed. The report cannot be modified after it is denied.