What do card owners need to know about the 'transaction approval' mechanism?

Card owner are notified when their cards are subject to an approval process. This information can be found under the card's Policies section. 

If the 'transaction approval' mechanism is enabled for your company, the 'Card Transactions' page will include a column named 'Review Status' to help you trace the status of these transactions. 

A filter named 'Review Status' can help you quickly identify transactions. 

The Status Review includes the following states:

• In Review: The transaction entered the approval process and is under review.   
• Approved: The transaction meets the company's policy. 
• Declined: The transaction does not meet the company's policy. 
• Pending: a Transaction that is part of a trip that was not closed (i.e., Submitted) yet. 
• Incomplete: The transaction awaits your intervention (i.e., the user needs to add a receipt, a spend category, and a memo if those are required by the company's policies. 
• Not required: The card is NOT subject to the post approval process. 
• Pending Mesh: The transaction is in status pending (i.e., did NOT settle yet).  
• Itemized: The transaction was itemized and includes now several expenses (i.e., 'children' - each representing a line item that appeared on the receipt) subject to the review.
• Resubmit: An approver returned the transaction to the submitter with a request to correct it and submit it again. 

To enter the approval workflow, The transaction has to be completed (i.e., settled) and include al the details/coding. Transactions marked as 'Incomplete' are awaiting your intervention (i.e., adding a Spend Category, a memo, and a receipt). When the details are added, the transaction enters the approval workflow and its status changes to 'In Review'. 

Note: Some spend categories (e.g., Employee meals) may require to add attendees.

You can track the approval flow using the 'Next approver' column. Hover over the (i) icon for more details and use the comments to communicate with approver as needed.  

When clicking the transaction, its post approval status will be displayed  under the 'Details' section alongside relevant anomaly flags and the payment method used. 

The card owner does not need to do anything if the a transaction was approved. If an approver returned a transaction (i.e., declined, or request to resubmit), the submitter will get notified and the company may take corrective actions (e.g., clawbacks). 

Notes:

• The post-approval process enables finance teams to verify whether a transaction complies with the company’s expense policies.
• The post-approval process does not reverse charges, as the funds have already been allocated.
• Syncing transactions to the ERP system and applying the post-approval process are not mutually exclusive. In other words, ERP syncing cannot be disabled as part of the post-approval process.