As a Team manager, when reviewing your Team's expenses, you have the options of Decline and Feedback alongside the option to Approve.
Declining Expenses
If an expense that has been submitted is clearly outside your organisation's expense policy, you can choose to immediately Decline this expense. To decline an expense, there are two options, similar to approving expenses. For both options, the Manager will need to go to the Approvals page from the left hand navigation menu.
Firstly, the Manager can click the red X icon on the right hand side of the list.
Alternatively, the Manager can click on the expense itself to see more details. From here they can click the Decline button.
The user that submitted this will see this in their own My Expenses list, sitting in the Declined filter tab.
For the User, this means that if they are an Out of Pocket expense user, they will not be reimbursed for their expense claim. If they are a Corporate Card user, they will need to arrange to repay the declined expense amount back to the organisation. This repayment process is outside the scope of what RIPA Expenses can do.
Returning Expenses for Feedback
A softer alternative to Decline is Return for Feedback. It may be that the user has submitted an expense that needs some more clarification before it can be approved. Perhaps the expense code selected looks wrong, or maybe the comment provided doesn't have quite enough information.
In this case the manager can click onto the Needs Review expense, add their comment or question in the free format field marked Reason, and click the Feedback button to return this expense to the user.
At this point, the expense is no longer Needs Review, and it's not yet Approved either. Both the User and the Manager will see the expense in the Waiting for feedback tab. The user will be able to edit the expense to attempt to remedy the issue, and resubmit for approval again.