With our Enterprise version of TripLog, you have access to the Approval Management process. This walkthrough will be for the Admin Workflow on the Web Dashboard.

Please review the Approval Process for details on the Status change and flow.

If an admin is set as the Supervisor of the user in the Manage Users page they will receive a notification for any submitted trips, expense, or time entries with a note from the user.

Note on Editing and correcting records in the approval process, If a record is Submitted the user cannot modify the record but the Admin can update information in the record. This will be tracked in the Audit log. For a user to adjust a submitted record, they would need to Unsubmit or the Admin would need to reject it for the item to be editable again. Once a record is Pay Scheduled or Uploaded to a Payroll integration, it cannot be edited anymore.

Current items in Submitted or Escalated with recent update will show in this list by user by type the recent update is the Last Status Change Date within 90 days.

Navigate to the Dashboard > Overview page under Approvals Pending.

Clicking REVIEW will navigate the user's trips, expense, or time entries that are currently in the submitted status.

Clicking the review will navigate you to the records to review.

You are able to search for pending or completed Approval items using the filter for the user and the Status of Submitted in the Quick Filters or the Advanced Filter.

You can Approve or Reject the submitted entries. To change the status, select the records to update by checking the check box to the left of the record entry and then choosing the appropriate status change from the Approval Menu.

In the record depending on your permissions, you will see the options for Approve or Reject, some other permissions will add additional statuses including (Submit, Unsubmit, and Pay Schedule). We will focus on the Approve or Reject Status.

After selecting the records and Approving them a confirmation box will appear with an option to add a note. If Rejecting items it is recommended to let the user know what needs to be corrected. These can be done individually or in a batch. The user will receive a notification email that the records are Approved or Rejected with the note and a link to review the records.

Click Approve in the confirmation box. A message confirms how many records were approved and that an email has been sent to the user.

To confirm the approval is complete, set the Status in the Quick Filters to Approved. The approved records will show in the list.

You can review the Audit Trail of an item by hovering on the Status of the record. You can click on that record to get a history of the steps the process has flowed through with timestamps. These records are also available in the reporting and exported records.

On the Reports Page, you are able to filter records by the current status.

There is a final status for the records to be moved to Pay Scheduled, this is to indicate that the item has been reimbursed and can no longer be

Additional functionality is added for Admins with the Accountant permission.

You can run reports for the currently Approved items in a time period

Once the reports load and are pulled to be sent to payroll, the Admin with the Accountant permission can Schedule Pay All indicating that the items are scheduled to be paid or have been paid to remove them from the Pending Approval to be paid. This will mark all items in the current filter with the status Pay Scheduled.

The steps below have no screenshots. To see them in the app, open Full Video (No Audio) above.

Tap a user to see their pending submissions. Then tap a trip, expense, or time entry to open its details, where Approve and Reject appear at the top.

You can review entries for all users or individual users by Status and Time Period. This will allow you to see past approvals, pending submissions, or pending rejections that may need follow-up. For a larger review, the Web Dashboard is easier to work in: see Approval Process - Web Dashboard above.

TripLog’s Approval Management web component provides employees the ability to submit trips and/or expenses and supervisors the ability to review/approve/reject. From there, the accountants can schedule for pay. Email notifications, workflow status, notes, and out-of-the-office features are intuitive and simple to use. To turn on the component for the organization, the administrator should go to the web account > Manage > Settings and select Approval Management > Save Settings.

Note: Regardless of Permission set a user cannot approve their own records.

The Approval Process includes an available audit trail for records being submitted through the approval process.

Created: Initial creation of the record by the user or admin

Updated: The record is modified or adjusted with the relevant items called out that are tracked. (some changes are not recorded like Changing Business Activities, Notes or Tags)

Submitted: Time Stamp the user submits the record.

Rejected: Time Stamp and Admin who rejected with Comment Included

Approved: Time Stamp and Admin who Approved with Comment Included

Pay Scheduled: Time Stamp and Admin

Example:

Clicking in the indicated green area will pop up the Trip History for the record

Progression with additional fields as the record is submitted.

The record is rejected with a Note.

User corrected and re-submitted.