Employee Expense Approvals | PowerSchool ERP

Advanced Workflow Approvals page

The Workflow Approvals page Expense tab lists all outstanding expense reimbursement forms that require action.

If your organization has set up advanced workflows for expense reimbursements, you can access the page from:

Employee Access Center: Select Workflow Approvals. If needed, select the Expenses tab.
PowerSchool ERP: Select the Expenses card on the PowerSchool ERP dashboard.

Expense list

You are assigned to take action on the listed expense forms. The list displays a summary of information for each expense.

Warnings and Errors

The Warnings and Errors column indicates that an expense needs review before approval. Warnings and errors may be generated by:

Missing information: The submitter did not enter charging information on the expense request.
Budget checking: The submitter entered charging information and:
- The key organization on the expense has Check Budget Balance set to Warning or Fatal
- The expense amount will cause the charging to exceed the ledger budget.

Attachments

If attachments are available, an icon displays the number of attachments. Select the icon, then select the desired attachment to open it.

Process expenses on the list page

From the Options column, select the ellipsis on the expense line, then select the action you want to take:

Approve: Expenses with missing information or fatal budget checking will display a message to open the detail page to review the account information or enter missing information.
Deny: Requires a comment entry
Needs Correction: Requires a comment entry

Review the expense detail page before you process the expense.

Bulk actions

On the list page, you can select multiple expense items and perform the same action.

Do not include specific expense information when performing a bulk action unless it is common to all selected items.

Select the checkbox for each expense. You can select up to ten items on a page.
Select Actions, then select:
- Approve: Only selected expenses with no warnings or errors, or exceeded budget checking set to Warning, can be bulk approved. Expenses with missing information or exceeded budget checking set to Fatal will not process as approved, and messages will display indicating to open the detail page for further review.
- Deny: Comments entered for Deny apply to all selected expenses.
- Needs Correction: Comments entered for Needs Correction apply to all selected expenses.

Expense detail page

Select the desired expense number from the list page to display the Expense Details page. The expense number appears in the page header.

Budget Exceeded Log

If the amount of the expense causes budget exceedance of a ledger using a key organization which has Check Budget Balance set to Warning or Fatal, a Budget Exceeded Log button appears on the expense detail page.

Click Budget Exceeded Log to review details. This option only appears when a budget checking occurrence is pending on the expense approval.

Budget checking is performed in real time against the database. If a user enters a budget adjustment that resolves the budget checking occurrence, a page refresh will remove the budget checking icon and log from the expense in the list and detail pages.

Field	Description
Account Number (using full account format) Budget Unit/Project and Account (not using full account format)	Format depends on whether your organization uses Full Account Structure (FAS). FAS is available in 22.4 and later. FAS: Account Number Non-FAS: Budget Unit and Account Project and Account (if applicable)
Budget Checking	Identifies the level of budget checking: Warning or Fatal
Balance Type	Identifies the account type for the balance checking: Budget, Cash, or Project
Current Balance	Current balance of the account
Total Entries	The total balances on the expense for the account
Projected Balance	The resulting balance if the expense is approved

Process expenses on the detail page

Select an expense report to display the detail page.
Click the Expense Date. A drawer appears where you can edit charging information and review comments.
Click Attachments to display receipts or supporting documentation.
If you added or edited charging information, click Submit to save. If you made no changes, click Cancel.
Click the ellipsis icon to take actions:
1. Approve
2. Deny
3. Needs Correction
4. Audit Trail
5. Approval Status

Fields and descriptions

General Information

Fields	Description
Name	Employee that submitted the expense form
Department	Employee department
Expense Type	The expense type for the reimbursement form Expense types are defined in Fund Accounting reference tables.
Location	Employee location
Vendor Number	Vendor number assigned to the employee for payment
Start Date	The start date for the expense entered by the employee
End Date	The end date for the expense entered by the employee
Description	The description entered by the employee
Destination	Destination City and Destination State entered by the employee
Fiscal Year	Fiscal year from the Fund Accounting profile
Purchase Order Number	Related purchase order, if applicable
Advanced Check Number	Not currently used
Expense Amount	The total reimbursable amount.
Attachments	Receipts and supporting documents attached to the expense reimbursement form.

Expense Summary

Fields	Description
Expense Date	Expense date entered by the employee. Active link opens panel for corrections to charging information.
Expense Category	The expense category entered by the employee Expense categories are defined in Fund Accounting reference tables.
Units	Number of units entered by the employee
Cost	Cost per unit entered by the employee
Estimated Cost	Estimated cost entered by the employee
Actual Cost	Actual cost calculated by Units multiplied by Cost Per Unit
Account Number (using full account format) Budget Unit and Account (not using full account format)	Contains information if entered by the employee. Click the Expense Date if you need to edit charging information.
Project and Project Account	Contains information if entered by the employee. Click the Expense Date if you need to edit charging information.
Advanced	Not currently used
Reimbursement	Displays employee selection: Yes or No
Attachments	Click the clip icon to display available attachments
Comments	Displays comments if entered by the employee
Totals	Sum of Estimated and Actual Costs
Total Reimbursable Amount	Total of Actual Cost entries for lines with Reimbursement: Yes
Total Advance Amount	Not currently used, Will display 0.00.
Total Amount Due to Employee	Reimbursable amount less advance amount