Approval of Travel Expense Report Fails

This guide covers the procedures related to the approval of travel expense reports in situations where the invoices to be approved do not appear on the list.

You can open the view by selecting Travel > Approve Travel and Accounts of Expenses.

Check the situations below if you do not see the travel expense reports to be approved in this view.

Access rights

Ensure that the approver has sufficient access rights to approve travel and accounts of expenses. Set the access rights in place before creating the travel expense report to be approved, so that the rights are valid for approval.

Define the payroll accountant's function-specific rights as follows:

1. Open the view by selecting Company menu (company name) > Users and roles.
2. Click the user's name.
3. Go to Salaries, working hours, and travel and select function-specific rights.
4. Set edit rights to Travel expense report management. Note that with read-only access, you can access the Open travel and accounts of expenses view, but you cannot edit travel expense reports or expense lines without edit rights.
5. Set edit rights to Approval.

Note that you cannot grant these access rights to yourself. See the user guide for adding access rights here.

Ensure that in addition to function-specific rights, the user has one of the following:

• Payroll accountant role (P)
• Approval rights in the company hierarchy to the desired level

Log back into Netvisor to activate the updated access rights!

Checking hierarchy level

Check the company hierarchy levels if the access rights are set correctly, but the travel expense report to be approved is not found in the approval view:

• Ensure that the person who created the travel expense report is at a company hierarchy level where you have approval rights in the company hierarchy.
• Ensure that your company hierarchy level approval rights are at least at the level selected as the default hierarchy level for the travel expense report creator.

Other reasons

Also check the following reasons if the invoice does not appear as approved:

• The travel expense report has not yet been acknowledged after its creation.
• The company has an optional additional phase for travel expense reports factual verification, and the invoice has not yet been factually verified.
• Access rights have been updated after the creation of the travel or account of expenses, and the changes do not affect retroactively.
• The travel expense report has already been approved and submitted for payment, it is awaiting processing on the next payslip, or it has already been paid.

Frequently asked questions

Why can't I see the travel expense report to be approved?
The reason may be missing access rights, incorrect hierarchy level, invoice status (e.g., unacknowledged or unverified), or the rights were added after the invoice was created.

Can I edit travel expense reports with read-only access?
No, you cannot. With read-only access, you can access the Open travel and accounts of expenses view, but editing requires edit rights to Travel expense report management.

When do the changed access rights take effect?
Access rights are updated only when you log back into Netvisor.

Can I grant approval rights to myself?
No, you cannot. These access rights cannot be granted to oneself.

Keywords: Travel expense report, approval, access rights, hierarchy, factual verification, Netvisor, travel expense report management

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