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Audit and approval setup for expense report processing


As per below snapshop, i can see that we have two status of expense report as pending for audit and pending for approval.

Question: Where you can maintain the configuration of auditor assignment and approval assignment?

Thanks in advance

Govind Sharma

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1 Answer

  • author's profile photo Former Member
    Former Member
    Posted on Dec 23, 2014 at 07:32 AM

    Hi Govind,

    The approver of expense reports cannot be set by the user manually but determined automatically by system. By default the approver is cost center manager,project manager etc., depending on the major cost object of the expense report and the approval task will be sent to the approver.

    Now there is no UI option available for you to select the approver determination mechanism. However we can change default behavior from the backend.

    5 possible ways for expense report approver determination:

    1. System standard : Approver is cost center manager, project manager, sales order responsible depending on the majaor cost object.

    2. Reporting line manager : The approver is claimers reporting line manager no matter how cost is allocated.

    3. Standard with exception of cost center manager : Approver determination is like standard, but if the employee of expense report is also a cost center manager then line manager of cost center will be the approver instead.

    4. Standard with exception of project managers : Approver determination is like standard, but if the employee of the expense report is also a project manager then line manager of project manager is the approver instead.

    5.Standard with exception for both cost center & project managers : This is the combination of 3 & 4, Neither cost center / project manager can self approve insteand their line managers will be the approvers.

    By default system will be determining approver based on option 1 above, If you would like to change this behavior then you need to create an incident and explicitly mention which approval mechanism you would like to use and granting SAP the permission to change backend data.

    Kindly confirm this thread if this answers your query.


    Lokesh Sharma

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    • Hello Govind,

      Please check Business configuration activity : "Business Task Management for Expense and Reimbursement Management" -> Edit audit and approval scenarios

      To answer your other questions :

      Please see my comments on the thread mentioned below :

      This should answer to your first two questions.

      3. What kind of changes we are referring here? Do you mean to say that once the expense report is sent for audit and if there are changes in the expense report, how employee to notify the employee about the corrections?

      If yes, then for the expense report with the status "Pending Audit" / "Pending approval" - You can click on return for revision and enter the note why it was sent back to the user.

      Alternatively, Auditor can him/her self make the correction in the Expense report and then accept. this will release the expense report or send it for approval.

      2 & 4. Auditor can audit the expense report. I.e user with the travel and expense management work center can perform the audit. Here as far as I know, you can not manually assign the auditor for the expense report.

      5. Yes. Please check the mentioned BC activity.