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Approve, Request More Info, Edit or Reject an ERS Transaction

Expense Reports, Advances, Easy Pay Transactions, and Non-PO Payments created in the Expense Requests System are routed to designated approvers for review. Approvers can review transaction details, approve the transaction, request more information, edit specific fields, or reject the transaction as needed.

Approve, Request More Info, Edit or Reject an ERS Transaction

Ensure you have Requisition Approval authority in Authority Manager, as described in Topic Overview: Financial Transaction Approval.

Review Proper Use of Funds guidance to ensure compliance with university policies.

  1. Go to Oracle Financials
  2. Select Login
  3. Enter SUNet ID and password, if prompted

  1. Select the link in the Subject column from the Worklist
  2. Review Messages for reminders to approvers to look closely at specific lines with unusually high costs. Explanation of cost should be provided by the preparer in Remarks for the line.
  3. Select Full View link to review transaction details
    • Select the paper clip icon to view line attachments
    • Select the Details icon to view details for the line
  4. Review attached receipts and other backup documentation
    • Select Attached receipts link in the Notification, or select the Attach/View Receipts button in the Full View to open the Attachments window
    • Scroll to the bottom if necessary to locate the View Attachments section
    • Select the file name in View Attachments to open the attachment.Attachments for a specific line display the line information in the "For Transaction Line(s)" column. Attachments for the whole transaction display N/A for both the Expense Source and the For Transaction Line(s) columns. If a receipt is not attached directly to a line, look for it in a transaction attachment.
    • Examine receipts, backup documents and transaction details
  5. Confirm that:
    • Expenditures are reasonable, necessary and comply with all relevant university policies (Refer to Business and Travel Expenses).
    • Expenditures are correct, allowable for the account, allocable and properly coded
    • Expenditures are appropriately documented and recorded in a consistent manner
    • Funds are available in the account
  6. Select Back to Submit/View Receipts Page link to go back to the View Attachments page
  7. Close the Attachments window and the Full View window and return to the notification

Approve
  1. Select Approve on the notification to approve the transaction
Request More Info

If a better explanation is needed from the preparer, or if a receipt or document is missing, send a request directly to the preparer before deciding to approve or reject.

  1. Scroll to the bottom of the notification
  2. Enter a Note to the preparer that describes exactly what information or attachment is needed
    • Refer to the expense lines in question by expense type and line number
    • Be as specific as possible about the information or attachment needed
  3. Select Request More Info
    • The preparer will then receive a notification containing the request for more information to which they can reply directly.
Edit

Edits may include making changes to Business Purpose, Expenditure Types and Line Remarks of ERS Transactions.

  1. Approver edits can only be made in Full View of the transaction
  2. Editable fields are highlighted in yellow. 
  3. Save the edits by selecting Apply Changes.
  4. Notification of edits will be sent to the preparer and other approvers who have already approved the transaction
  5. Only the current approver in the transaction can make edits
Approver Edit Business Purpose
Approver Edit Remarks Exp Type


 

Reject
  1. If the transaction must be rejected, scroll to the bottom of the notification
  2. Select one or more Rejection reason(s)
  3. Enter Notes to further explain the reason for the rejection and what must be done for approval 
    • In Notes, refer to expense lines using the Expense Source (Travel Card, Cash, Per Diem or Mileage) and the line number.
  4. Select the Reject button 
    • Select Other as the rejection reason if no other listed reason applies. Be sure to explain in Notes.
What Happens Next?
  • Rejected transactions return to the preparer with the approver’s note. The preparer can address the issue and resubmit the transaction for approval.
  • Edited transactions will generate a notification to the preparer, and any previous approvers, letting them know of the changes made by the approver. 
  • Approved transactions are routed to the next approver in the routing sequence.
  • Fully approved transactions are processed for payment.
  • Hard copy receipts must be retained until receipt images are verified as successfully uploaded and payment processing is complete. Learn more in Administrative Guide Policy 3.1.5: Retention of Financial Records.
Last Updated: Apr 5, 2026
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