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Approving Expenses as Admin or Manager

This guide explains how administrators and managers can review and approve employee expense claims in IceHrm.

Overview​

When an employee submits an expense request, the manager receives a notification in the top right corner of the interface.

Approving an Expense​

Method 1: Via Notification​

Click the notification when it appears in the top right corner to proceed directly to the approval process.

Method 2: Manual Navigation​

  1. Navigate to the Finance module
  2. Select the Expenses section
  3. Click on the Subordinate Expenses tab
  4. Find the expense request in the list
  5. Click the blue Change Status button
  6. Update the status to Approved
  7. Click Change Expense Status to confirm

Rejecting an Expense​

To reject an expense:

  1. Follow the same steps to locate the expense
  2. Click the Change Status button
  3. Update the status to Rejected
  4. Enter a reason for the rejection
  5. Click Change Expense Status to confirm
info

When rejecting an expense, always provide a clear reason so the employee understands why their claim was not approved.

Pre-Approving Expenses​

You can configure IceHrm to automatically approve all new expenses without requiring manual review.

To enable automatic pre-approval:

  1. Log in as an administrator
  2. Navigate to System -> Settings
  3. Click on the Other tab
  4. Find the setting Expense: Pre-Approve Expenses
  5. Click the edit button and change the value to 1 (Yes)
  6. Save the changes
tip

When pre-approval is enabled, all newly submitted expenses will be approved automatically without manual intervention.