Approvers can approve, request more info, or reject Expense Request transactions pending verification using the Stanford Mobile Approvals app.
Approve, Request More Info, or Reject Expense Request Transactions Using the Stanford Mobile Approvals App
Before You Start
Designated approvers and FYI recipients will receive a notification when an Expense Request transaction requires review or approval. Approvers will need:
- Requisition Approval authority in Authority Manager to review and approve Expense Request transactions. Refer to Topic Overview: Financial Transaction Approval.
- Access to the Stanford Mobile Approvals app on a mobile device. Refer to Learn About System: Stanford Mobile Approvals.
Follow Proper Use of Funds guidance and utilize the Expenditure Transaction Approval Checklist to ensure compliance with university policies.
- Open the Stanford Approvals app on a mobile device
The first time you open the app, select Allow when prompted to let Stanford Approvals send you notifications.
- Select Login with Stanford SSO
- Enter your SUNet ID and Password
- From the Home screen, select the Expense Requests tile
The Pending with Me Queue includes the Expense Request transaction number, verifier name, date sent, and transaction amount.
- Select an Expense Request transaction you want to review
As an approvers, you have specific responsibilities when reviewing Expense Requests. Refer to Topic Overview: Financial Transaction Approval for more details.
- From the Expense Request transaction detail screen, swipe down to view all transaction details
- Review transaction expense lines and line details following all approver guidelines.
- If a transaction has multiple lines, swipe horizontally on the line details to view the next one
- Open Approvers to view approvers, FYI recipients included in the routing list, and Action status
- Open Attachments and review each attached file to confirm that the documentation supports the charge
- Enter a Note if needed
- Select Approve
- In the confirmation message, select OK to proceed with approval (or Cancel to stop)
If you need more information to justify the cost of one or more expenses, or if a receipt or supporting document is missing, send a request directly to the preparer before approving or rejecting the transaction.
- 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 required information or attachment
- Select Request More Info
The preparer will then receive a notification containing the request for more information to which they can reply directly.
- Select Reject
- Select one or more Reject Reasons
- Incorrect allocation or expenditure type
- Insufficient Business Purpose
- Missing documentation/receipts
- Review for Policy Alignment
- Other
- Enter a Note to the preparer (A note is required if you select Other)
- Select Reject
- In the confirmation message, select OK
Selecting Approve, Request More Info, or Reject returns the screen to Queue - Pending with Me.
- The Expense Request preparer is notified when a transaction is returned to address the return reasons and resubmit for approval.
- The approver can:
- Review other transactions from the Queue tab
- Select the Processed tab to view your actions in the last 3 days
- Select the Account tab to:
- Enable Push Notifications
- Schedule push notifications frequency and time
- Review Accessibility policy or report an accessibility issue
- Submit Help Request
- Logout