How are expenses approved?

Your admin is in charge of approvals

Quinten Vandermeulen avatar
Written by Quinten Vandermeulen
Updated over a week ago

We sometimes get the question: "Why is my expense still pending?". That's because your admin has not yet approved your expense. If you believe the expense should have been approved already, it's best to reach out to your admin.

How are expenses approved?

Once an expense is created, it will be awaiting approval from your admin. He or she can approve or refuse them.

A little more info on each status:

⏱️ Pending

  • This is a status that is automatically assigned to each expense

  • The expense is yet to be approved by your admin

  • The amount of the expense has already been deducted from your total mobility budget

  • You can still modify this expense

Approved

  • The expense has been approved by your admin

  • The amount of the expense has already been deducted from your total mobility budget

  • You can still adjust this expense until it is processed in payroll. Once the payroll status indicates 'sent', you can no longer modify the expense

Refused

  • The expense was refused by your admin

  • The amount of the expense has been added back to your total mobility budget

  • If an expense got refused, you can still edit the expense and it will be awaiting approval again. There will always be a comment from your admin on refused expenses.

Private expenses from third parties are automatically approved

The only exception to the rule is for third-party expenses (like Modalizy or MyMove). Since these expenses cannot be undone, they are automatically approved.

If it's a pro expense, then the expense will still be awaiting approval from your mobility manager.


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