This help page reviews the operational-specific access rights related to factual verification and approval of travel expense reports, hierarchy rights, and the impact of payroll roles. By default, factual verification and approval rights follow company hierarchy settings, but employee and travel expense report-specific rights can set an exception for factual verification or approval.
CONTENT
- Travel expense report approval cycle
- Factual verification
- Operational-specific rights
- Editing expense rows
- Payroll roles
- Hierarchy rights
- Employee-specific factual verification and approval rights
- Travel expense report-specific factual verification and approval rights
- In my handling widget
By default, the travel expense report details do not show who the default approver is, as the rights automatically follow the company hierarchy. A record is left on the expense row of the travel expense report indicating when and who handled the expense row of the travel expense report. No record is left on the expense row for the acknowledgement of the travel expense report.
Operational-specific rights define which pages the user has read or edit rights to, and in the company hierarchy, factual verification or approval rights are given to the level whose employees' travel and expense reports the user can factually verify or approve.
Travel expense report approval cycle
Travel expense report processing stages in the open travel and expense reports view:
- Creation (open)
- Acknowledgement
- (Factual verification / rejection in factual verification)
- Approval / Rejection
- Transfer to payment
- Payment / Marking as paid with travel advance
When a travel expense report row is acknowledged as entered, it is by default moved to be approved and then paid. The factual verification stage can be enabled between acknowledgement and approval in the travel expense report approval cycle if desired.
Help guide: Handling travel and expense reports
Approval is ready as its own stage in the travel expense report cycle and does not need to be separately enabled, unlike the factual verification function.
Factual verification
The factual verification function adds an additional stage between acknowledgement and approval on the travel expense report rows. The factual verification stage is not enabled by default in the handling of travel expense reports. The factual verification function must be separately turned on/off in the Payroll settings.
Payroll > Settings > Payroll settings
Access to payroll settings is granted to a person with the Payroll accountant (P) role and edit rights in the operational-specific rights for payroll in the "Basic data" and "Record type management" sections.
If the factual verification function is turned off:
- Information related to factual verification is removed from the travel expense report
- Unapproved, factually verified rows are returned to the "acknowledged" status
- Approved, factually verified rows remain normally approved
Operational-specific rights
To factually verify and/or approve expense rows, the user must access the "Open travel and expense reports" views in the Travel section, where this function can be performed.
Travel > Open travel and expense reports
For handling travel expense reports (acknowledgement, editing, factual verification, and approval), edit rights are required in the operational-specific rights for payroll in the Travel expense report management section.
Read rights do grant access to the open travel and expense reports view, but travel expense reports or expense rows cannot be edited with read rights.
Approve travel and expense reports view can be accessed through the links in the "In my handling" widget in the information view.
Travel > Travel and expense reports > Approve travel and expense reports
To access the page, the user must be granted edit rights in the operational-specific rights for payroll in the "Approval" section.
Editing expense rows
It is not possible for a user to only factually verify or approve expense rows without also having acknowledgement or edit rights. With factual verification/approval rights, the expense row can automatically be handled otherwise.
Travel expense report details and expense rows can be accessed by drilling down from the "Travel title" column in the travel expense report title name.
Access to the travel expense report is granted with the same rights as to the travel expense report list, meaning edit rights are required in the time management Travel expense report management section for factual verification. With read rights only, expense row information can be viewed, but expense rows cannot be edited or handled.
Payroll roles
Payroll roles affect the handling of travel expense report rows and the views in the travel menu in addition to operational-specific rights.
- No roles
- Sees travel expense report rows only from employees to whom factual verification or approval rights are granted through the hierarchy. By default, sees only their own travel expense reports.
- Personal details handler (HH) role
- Payroll accountant (P) role
- Sees all travel expense report rows
Hierarchy rights
The handling rights for travel and expense reports are affected by both the user's hierarchy rights and travel expense report-specific and employee-specific rights.
In the company hierarchy, factual verification rights and approval rights define by default whose employees' travel expense reports the user can factually verify or approve. If an employee belongs to a level to which the user has factual verification or approval rights, the user can handle and edit the travel expense report rows of employees at that level.
Read more about setting hierarchy rights: Company hierarchies
In the example, Boss Pasi approves the top level, meaning he can approve all travel expense reports. Partner Osku factually verifies the travel expense reports of employees belonging to the "Administration" level and approves the travel expense reports of employees belonging to the "SELLERS" level.
Employee-specific factual verification and approval rights
In the employee's basic data, a default factual verifier and approver can be set. The setting grants the selected user rights to all the employee's travel expense report rows, even if they would not otherwise have rights to the rows. The right remains even if a travel expense report-specific factual verifier/approver is selected for the travel expense report.
Setting employee-specific rights is done from the first tab of the employee view in the "Settings" section. A user with factual verification rights to any level in the hierarchy can be selected as the factual verifier for travel expense reports. Similarly, a person with approval rights in the company hierarchy can be selected as the approver for travel expense reports.
If a factual verifier or approver is selected behind the employee, and later all factual verification or approval rights are removed from the hierarchy rights, the person's selection is automatically removed from behind the employee.
Travel expense report-specific factual verification and approval rights
Through the travel expense report, approval or factual verification rights can be added to a person who would not otherwise have the rights. Users who have factual verification or approval rights to any level according to hierarchy rights (as in setting employee-specific rights) can be selected. The selected user receives factual verification or approval rights to all rows of the specific travel expense report. Travel expense report-specific rights do not remove possible employee-specific rights.
In my handling widget
The widget displays to the user the unacknowledged, factually verifiable, approvable, and payable travel expense reports according to the user's operational-specific rights and approval rights settings. Own widgets can be edited from the start page.
Help guide: Editing start page widgets
From the In my handling widget, the user can easily see the travel expense reports they need to:
- Acknowledge
- Only factually verify
- Only approve
- Both factually verify and approve
- The user can directly mark such as approved, without needing to first mark them as factually verified and then separately approved
Through these links, you can directly access the Approve travel and expense reports view.
Travel > Travel and expense reports > Approve travel and expense reports
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