👤 This guide applies to the Funds module and is relevant for users with the Approver or Admin role.
As part of the Funds approval workflow, Approvers can decline claims and review supporting documents, requesting further documentation or revision if they do not meet required standards or eligibility criteria. Declining a claim triggers a notification to the submitter and records the reason for transparency and audit tracking. Requesting
This guide explains how to decline a claim or document and what happens after a decline is submitted.
How to Review a Claim
Before approving or declining a claim, Approvers can review all attached details, view documents, and leave comments.
Step 1: Select a Claim
From the claims table select a claim that requires your attention.
Step 2: Review Claim Details
Check and review:
Allocation periods
Spend breakdown
Supporting documentation
Step 3: (Optional) Add a Comment
Use the comments section to leave internal notes or request clarification from submitters.
You can use Comment Templates to streamline recurring responses.
💡 Pro Tip: Comments are ideal for context or clarification without declining a claim.
How to Decline a Claim
If a claim is incomplete, inaccurate, or otherwise ineligible it can be formally declined with a required remark.
Step 1: Click Decline
On the claim screen click the Decline button in the top-corner.
Step 2: Add a Comment
You must select a Decline Remark or enter a custom message explaining the reason for the decline.
This message is visible to the submitter and is required for audit logging.
💡 Pro Tip: Use clear and specific language to reduce confusion and speed up resubmission.
Step 3: Confirm Decline
Click Confirm Decline to finalise your decision.
The claim will update to Declined and the submitter will be notified with your feedback.
FAQ
Can I undo a claim decline?
Can I undo a claim decline?
Yes you can undo a claim decline. You may select Revert Review to revert the claim to its review state.
Do I have to enter a comment when declining a claim?
Do I have to enter a comment when declining a claim?
Yes, you have to enter a comment when declining a claim to ensure transparency.