Overview
User (Employee) Role:
- Create Expense Reports: Submit expense reports by entering details like expense type, amount, date, vendor, and attaching receipts (if required).
- Track Expense Status: Monitor the progress of their submitted expense reports through the approval workflow.
- View Expense History: Access a history of their past expense reports and their approval status.
- Update Profile Information (Optional): Some PayExpense versions might allow limited self-service options for users to update specific profile information (e.g., contact details, preferred payment method).
Approver Role:
- Review Expense Reports: Access and review expense reports submitted by employees based on the pre-defined approval workflow. This might involve tasks like:
- Verifying expense details (amounts, dates, expense types)
- Ensuring compliance with company expense policies
- Reviewing attached receipts for validation
- Approve or Reject Reports: Grant or deny approval for submitted expense reports based on their review.
- Provide Feedback (Optional): Some systems might allow adding comments or feedback for employees regarding their expense reports.
Checker Role (Present in some versions):
- Perform Initial Review (Optional): In some PayExpense versions, checkers might perform an initial data validation or compliance check on expense reports before they reach approvers. This could involve tasks like:
- Checking for missing information or errors in expense entries
- Ensuring basic policy compliance (e.g., exceeding spending limits)
Report Role (Availability might vary):
- View Reports (Limited Access): Users with the "Report" role (if available) might have limited access to view pre-defined reports or dashboards within PayExpense. This could include insights into overall expense trends, departmental spending patterns, or specific expense categories.
Combinations and Additional Considerations:
- User + Approver: If an employee is assigned both "User" and "Approver" roles, they can submit their own expense reports and also review/approve reports from other colleagues based on the workflow.
- User + Checker (Optional): Similar to the Approver role combination, some systems might allow users to have both "User" and "Checker" roles, enabling them to submit expenses and perform initial checks on reports from others.
- Role-Based Permissions: The specific functionalities available to users will depend on their assigned roles and any permission restrictions within PayExpense.
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