Expense reports require Department Head and/or Financial Department approval. 

There are multiple approver roles that provide a complementary check on the actions taken by previous users. 

Approvers may add comments or attach documents to expense reports before approving or returning reports. If a report is returned for corrections, approvers should include a detailed message about what needs to be fixed before the report is resubmitted for approval routing.

Financial Department Approver

Based on the account(s) allocated on an expense report, and also known as account manager or fiscal officer, this is the only approval step that occurs for P-Card reports. If more than one account is cited, the report will automatically route to each Financial Department Approver responsible for an account on the report. 

The Financial Department Approver is responsible for reviewing and ensuring that the correct account allocation (PPM Project or Charge Account) is cited, all supporting documentation is present, and all expenses align with funding source requirements. 

When reviewing the account allocation(s), the Financial Department Approver should ensure:

• there are sufficient funds,
• the report is compliant with all funding source requirements, (e.g., no alcohol on state funds, Fly America Act, etc.),  and
• the report is compliant with applicable local and systemwide policies.

The Financial Department Approver may update expense report allocations before approving. 

Department Approver

The Dean, Chair, Asst./Assoc. Dean, Chief Administrative Officer or other senior departmental business officer is responsible for approving Travel and Entertainment and Professional Expense reports. 

**The Department Approver must be someone who is not directly or indirectly subordinate to the submitter.**  

Department Approver Ensures Business Appropriateness

The Department Approver reviews the report to determine that the trip was authorized and appropriate.

NOTE: The Department Approver step does not occur for Procurement Card expense reconciliations. 

The Department Approver ensures the report has a valid and complete business purpose that justifies use of University resources. As the department approver, you must return the report if you do not understand the business purpose for the transaction. Examples of a clear business purpose include who traveled, what they attended, where they went, when they went, and why they traveled. 

User Added Approver 

An additional approver, also known as a User-Added Approver, can be added by the initial AggieExpense report preparer, the Financial Department Approver, Delegate Approver, or Department Approver. User Added Approvers do not replace existing workflow routing. 

Supply Chain Management Review

Exception Review

Occurs if exceptions to policy have been cited, e.g., exceed per-person meal allowance or a report for employee morale; see the Exception Approvals page for more information.

AP Review

Supply Chain Management's Quality Assurance team reviews Travel, Entertainment, and Professional Expense reports.

AP Supervisor Review 

Occurs if certain thresholds are exceeded or if certain audit rules are triggered within the report.