e-Reimbursement - Email notifications

e-Reimbursement automatically generates e-mail notifications to alert users of actions taken and/or required in the workflow process. Below are examples of emails users might receive.

  • Traveler/Alternate 

  • “Expense Report entered and ready for your submission” – an alternate has created an expense report and notified the traveler that it is ready to be submitted.  Alternates can create expense reports, but employees must submit their own. 

  • “Expense report for $###.## USD has been sent back for revision” - report was sent back by approver/auditor and requires modification and resubmission. 

  • “Expense report for $###.## USD has been approved.” – report has been fully approved and scheduled for payment. 

  • “ACTION REQUIRED: Pending expense report(s) waiting your attention – SFS” – weekly report showing expense reports created >7 days ago which have not yet been submitted.  Includes necessary submission date to comply with 90-day rule.  Includes links to e-Reimbursement, the 90-day policy, and how to delete an expense report. 

  • Approvers/Auditors 

  • “Expense report 0000###### for TRAVELER,NAME requires your attention” - report has been submitted into your queue for approval 

  • “ACTION REQUIRED: Waiting for your approval more than 7 days in SFS” - list of reports in approver/auditor’s queue which have been there longer than 7 day

Filtering email notifications

If you are an expense manager or auditor, you are likely to receive many email notifications. As such, you may wish to filter your email notifications into a separate e-Reimbursement notifications folder. Instructions on setting up inbox rules to automatically process these emails into a specific folder can be found on this document: Office 365 (Outlook on the web | Outlook for Windows/MacOS) - Using Inbox Rules. If you need assistance setting up these filters, please contact the DoIT Help Desk.

Changing your email address

If you need to change the email address to which e-Reimbursement sends its notifications, you can do so by following the directions given in e-Reimbursement - Changing your email address.

Keywords:alerts notices approval requested ATS automated travel system   Doc ID:7991
Owner:Graig B.Group:DoIT Help Desk
Created:2008-07-24 18:00 CSTUpdated:2021-04-13 18:51 CST
Sites:DoIT Help Desk, DoIT Staff
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