How do I review, approve and reject expenses?

Accessing expenses for review

1. Access your expense management dashboard where you can view all
expenses requiring your approval. You can access by clicking the expense card or by clicking the three lines and selecting ‘Expenses’.

2. Look for expenses with ‘Pending’ status is the timesheet list. These are expenses awaiting your approval decision and past expenses that have been approved, rejected or processed by Airswift payroll.

3. Click on a pending expense row to open it for a detailed review

Status Definitions:

Pending - an expense that is awaiting your approval and requires action
Approved- an expense that has been approved by you and sent to Airswift payroll
Rejected - an expense that has been rejected and returned to the contractor
Processed - an expense that has been processed by Airswift payroll

Note: You can filter expenses by week, month, claim name, contractor status.

Tip: Clicking on the "New Expenses" will open just the expenses that are pending approval.

Reviewing expense details

1. Review the expense details including: date and category of each expense line, expense amounts and exchange rates (if applicable), claim amounts in your currency, comments provided by the contractor, attached receipts and documentation.

2. Click on any comment to view the full text in a popup window.

3. Click on attachment links (i.e. ‘Attachment 1’) top view and download receipts.

Tip: It's possible for contractors to indicate "No Receipt" if documentation
isn't available. If a receipt is required, you can reject the expense and request
proper documentation.

Select pending expense

If approving:

a. Click the ‘Approve’ button
b. Confirm your approval decision by clicking ‘Approve’ again in the popup window
c. The system will automatically display ‘Claim successfully approved!’ confirmation
d. Click ‘Go to dashboard’ to return to the main view

If rejecting:

a. Enter your reason for rejection in the text field at the bottom
b. Click ‘Save’ to save your rejection reason
c. Click the ‘Reject’ button
d. System displays ‘Claim rejected!’ confirmation
e. Click "Go to dashboard" to return to the main view. The expense will then be sent back to the contractor with the rejection comment.

Tip: Rejection comments will be saved to the expense claim so you can review them once the contractor has made a change.

Follow up actions

After Approval:

Expense status changes to "Approved"
Contractor receives approval notification
Expense is sent to Airswift for processing
Eventually status will; change to ‘Processed’ when completed

After Rejection:

Expense status changes to "Rejected"
Contractor receives rejection notification with your feedback
Contractor can make corrections and resubmit
Corrected expenses will appear as "Pending" for re-review