Approve expense claims quickly and correctly

Please read our expense claim policy first. Share as much detail as possible please.

Please review and approve claim for : Employee: {{first-name-7643846}} {{last-name-7643849}} Expense date: {{date-of-purchase-expense-7643847}} Notes/Other Details: {{add-more-details-here-7643845}} Receipt for review: {{attach-receipt-7643848}}

Please review and approve claim for: Expense date: {{date-of-purchase-expense-7643847}} Employee: {{first-name-7643846}} {{last-name-7643849}}

Please review and approve claim for: Expense date: {{date-of-purchase-expense-7643847}} Employee: {{first-name-7643846}} {{last-name-7643849}}

Dear {{first-name-7643846}}, Your claim for expense made on {{date-of-purchase-expense-7643847}} has not been approved for the following reasons: {{if-not-approved-please-add-notes-7643866}} {{if-not-approved-please-add-7643858}} {{if-not-approved-please-add-7643861}} Please contact your reporting manager in case of any queries. Thank you. Finance Manager

Claim can be reimbursed. Once reimbursed please enter payment confirmation number and complete task.

Fill out all the basics: date, vendor, amount, and what the expense was for. Attach your receipt - no receipt usually means no reimbursement. Be specific about the business purpose. If it was a client dinner, name the client and what you discussed. Vague descriptions slow down approvals.

Pick the right expense category - travel, meals, supplies, software, whatever fits. This matters for budgeting and tax purposes. If you are not sure which category, check with finance or look at past claims for similar expenses. Wrong categories create extra work for the accounting team.

Your manager reviews the expense for policy compliance and budget impact. They are checking if this was a legitimate business expense and if you followed the rules on spending limits. If rejected, you will get notes on why. Common issues: missing receipts, unclear purpose, exceeded limits without pre-approval.

Finance double-checks the expense coding and ensures everything is in order for payment. They verify the receipt matches the claim amount and that the expense policy was followed. For unusual or high-value expenses, they may ask additional questions. This is the last checkpoint before reimbursement.

Once approved, finance adds the expense to the next payment run. Reimbursements typically hit your paycheck or direct deposit within one to two pay cycles. If you submitted a corporate card expense, it gets reconciled against your card statement instead. Keep a copy of the approved claim for your records.