Set up multi-level approvals for expenses
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You can add multi-level approvals for all expenses added in your organization. The feature allows for sequential approvals, ensuring that expenses are reviewed by multiple stakeholders based on predefined rules and policies.
Example Scenario:
Your company may have meal and travel expense categories.
For meal or travel expenses in India, the approval workflow might be: HR Admin (India) → Finance Admin (India).
When an employee from the Design team in India submits a Travel expense, it will first go to their Design Manager for approval. Once approved, it will automatically be routed to the HR Admin in India and finally to the Finance Admin in India for final approval.
Reach out to us, and we will help you set up multi-level approvals for expenses.
Currently, Multiplier does not allow you to set up multi-level approval by yourself. Reach out to us if you wish to set up multi-level approval for expenses. Administrators can configure multi-level approval workflows at the expense category level. This involves defining a sequence of approvers for specific categories or subcategories of expenses. Note that each report can have only one expense line item.
Policy Setting: In the operations platform, administrators can set up multi-level approval chains for each expense category.
When is multi-level approval triggered? Multi-level approvals can be triggered based on various factors, such as exceeding maximum spending limits defined at the expense category level.
Approval Process: Once an expense report is submitted, it will be routed to the first approver in the defined sequence. Upon their approval, it will automatically move to the next approver, and so on.
Status Tracking: Throughout the approval process, the status of each approver (e.g., Pending, Approved, Rejected) will be visible.
Reporting: Downloadable reports will include details of all approvers in the workflow, their approval dates, statuses, and any comments they added.
Approve & Forward Disabled: When a multi-level approval workflow is configured, the "Approve & Forward" option will be disabled to ensure the defined approval sequence is followed.
Existing Approvers: Default approvers set at the Super Admin and HR levels will continue to function as they currently do for expense categories without multi-level approval configured.
This feature also incorporates enhanced capabilities for handling individual expense items within a report:
Request Clarifications: Approvers can add comments at the item or report level and put specific items or the entire report "On Hold" if they require further information or corrections from the employee. Notifications are sent to the employee with the clarification request.
Rejection and Approval Comments: Approvers can add comments when approving or rejecting individual expense items or the entire report. These comments are visible to the employee and are maintained in audit logs.
Send Back for Revision: Approvers can send back an expense report (once) to the employee with comments for necessary changes or clarifications. The employee can then make the required modifications and resubmit the report. The approver can then either approve or reject the revised report.
Admin Modification: Super Admins have the option to modify the claimed amount for a specific expense item (instead of rejecting it) if it exceeds the approved limit, and can add comments explaining the adjustment. This is done on a line-item basis.
These enhancements provide greater flexibility and communication during the expense approval process, leading to more efficient and accurate expense management.
