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Overview

Sometimes an expense report cannot be approved due to missing documentation, policy violations, or incorrect information. In these cases, you can reject the report and provide a reason so the submitter understands what went wrong.
Rejection is final for that report. When you reject a report, the submitter must create a new report or make corrections and resubmit. If you want the submitter to revise and resubmit the same report, consider using Request Changes instead.

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Steps

1

Open the Pending Report

Navigate to Approvals in the left sidebar and click on the expense report you need to review. Only reports with a Pending status can be rejected.
2

Review the Report

Examine the report summary and click through the individual expenses. Look for issues such as:
  • Missing or illegible receipts
  • Amounts that do not match the receipt
  • Out-of-policy expenses without justification
  • Incorrect categories or duplicate entries
  • Expenses outside the allowed date range
3

Click Reject

Click the Reject button in the top-right corner of the report detail view.
4

Enter a Rejection Reason

A dialog appears prompting you to enter a reason for the rejection. This field is required. Provide a clear, actionable explanation so the submitter knows what needs to be fixed.Examples of good rejection reasons:
  • “Receipt missing for the $85 dinner expense on March 12.”
  • “Hotel expense exceeds the $200/night policy limit. Please provide manager pre-approval documentation.”
  • “Three duplicate taxi entries detected for March 15.”
5

Confirm the Rejection

Click Confirm Rejection to finalize. The report status changes to Rejected.
6

Submitter Is Notified

The employee receives a notification that their report was rejected, along with the reason you provided. The notification appears in-app and is sent by email.

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What Happens After Rejection

When a report is rejected:
  • The report moves to Rejected status and is removed from the approval queue
  • The submitter sees the rejection reason in their report timeline
  • The expenses in the rejected report become available again and can be added to a new report
  • The submitter must create a new report or correct the issues and resubmit
Audit trail: All rejections are logged with the approver name, timestamp, and rejection reason. This information is available in the report’s audit log.

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When to Reject vs. Request Changes

Prefer Request Changes when possible. It creates a smoother experience for the submitter because they can revise the same report without starting over.

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What’s Next?

Approve a Report

Steps to approve a report that meets requirements

Request Changes

A less disruptive alternative to rejection