Managing outstanding expense claims when the approver changes
When the designated approver for expense claims changes, outstanding claims may need to be re-routed. Below are the common issues and how to resolve them.
Common Challenges
Outstanding Claims Still Routed to the Old Approver: Existing expense claims are often still assigned to the previous approver, even after a new approver is designated.
New Approver Cannot See Outstanding Claims: The new approver may not have visibility into claims that were previously assigned to the old approver.
Solutions
To address these challenges, you can use one of the following methods:
Enable 'Approve on Behalf Of'
Assign the new approver the ability to "approve on behalf of" the old approver. This allows the new approver to take action on outstanding claims.
If necessary, enable the option for the new approver to "approve on behalf of all users" temporarily to ensure visibility of all outstanding claims.
Unsubmit and resubmit claims
Unsubmit the outstanding claims and resubmit them. This will route the claims to the correct, current approver.
Additional tips
Ensure that the "approve on behalf of" settings are configured correctly to avoid mismatches in approver names or roles.
Communicate with the new approver about the temporary changes to their permissions to ensure a smooth transition. By following these steps, you can effectively manage outstanding expense claims and minimize disruptions caused by changes in approvers.