Approving Claims

If your program includes payroll, you may need to approve staff expenses and claims. This can be achieved in several locations on your MainEvent portal.

T&E Approval Index

The primary location for actioning claims is the T&E Approval Index page. This index will allow you to complete all actions needed for all claims submitted for your approval. To access the T&E Approval Index, go to the Claims tab in the navigation menu and select T&E Approval Index.

In addition to approving and declining claims, this page will also allow you to download all receipts that were submitted by staff. You can do so by clicking Download All Receipts on the upper right of the page.

The T&E Index is the only index on the site that does not have configurable columns. Are columns available are required columns. Another notable difference on this page from other index pages, and the reason we’re really here, is the action buttons on the right hand side of the screen.

These action buttons will allow you to perform the following tasks: Quick Approve, Approve (with note), Unapprove, and Decline.

Quick Approval

The Quick Approval button allows you to look over the claim and approve it without having to add any extra information to the claim. If there are no special notes to make, quick approval allows you to simply click a button and approve the claim.

Approve

The Approve button achieves the same end as the Quick Approval, but gives you the chance to add additional notes to the claim.

When you click Approve, the Approve with Comments window will open. When you approve a claim this way, you must enter a comment to approve the claim. Click Approve at the bottom right again to submit the approval.

The note that you include on the claim will be visible to users on the management portal and also to the staff user who submitted the claim.

Unapprove

If a claim was approved in error or accident, it is possible to rescind that approval. Click Unapprove next to an approved claim to change the status of the claim back to Submitted from Approved.

Decline

If a claim is submitted that does not meet the criteria for approval, you can return the claim to the user who submitted it by clicking Decline. All declined claims require a comment. A declined claim will be returned to the staff user who can then edit the claim or withdraw their submission completely.

When you select to decline a claim, the Decline with Comments window will automatically display. You may choose to select a reason for declining from the dropdown list, or select Custom Comment to enter your own reason for choosing to decline the submission. Once you have added your note, click Decline and the claim will be returned to the submitter for review.

Event Summary

Claims approval can also be completed from the event summary page. In the Position Tab Bar, select Claims.

You will now be able to view all the claims that have been submitted for that event. Each claim card will have an Approve button at the bottom on the right side. This button will work like the Quick Approval button on the T&E Index. No comments are able to be added if you approve a claim from this page.

For non-primary claims, you may have the option of editing or deleting a claim.

For claims that have previously been approved, an Unapprove button will display.