Review and manage employee expense requests in greytHR

Updated in December-2025 | Subscribe to watch greytHR how-to video

Reviewing expense requests helps ensure claims comply with company policies, include valid documents, and stay within approved budgets. As a manager, you can easily track, review, and take action on pending or approved expense requests from the greytHR ESS portal.

Review employee expenses

To review an expense request, log in to your greytHR ESS portal and select To Do > Review > Expense.

The Review section on the Workflow page has two tabs:

• Active: Displays the list of all the expense requests submitted by the employee that you need to review. 

  • This includes the Employee Name, Expense Type, No. of Expense Items, Total Amount, and the Submitted On date. 

  • You can filter the data as per the expense request and submission date using the top-right icon.

• Closed: Lists the requests that have already been reviewed and processed.

1. From the Active tab, click on the → option to view the details of the expense request. 

2. On top of the Review page, you can view the Employee Name, Expense Type, Total Amount, submission date, and status. 

3. Under the Request Details tab, on the left, you can view the individual expense items. 

   • In the Details section, you can see the detailed information about the expense request, such as the Expense Category, Expense ID, Bill No., any notes from the employee, and attachments shared by the employee. The PDF Viewer helps you to zoom in and out of the attachments, preview the attachment without downloading it, view multiple attachments, and also download the attachments. 

   • You will also have the Actions options (Accept/Reject) as per the policy configurations and Remarks sections. 

4. Under the Timeline tab, you can view the actions taken by all the other reviewers and the status with respect to each expense item.

5. Once reviewed, click the required action option (Accept/Reject/Forward) as per the policy configuration for each expense item and click Submit.
   Note: If you reject the expense item, it is mandatory to add the remarks.

Info: If you need to override the bill amount or price per kilometer, click on the Edit icon next to the Price per Mile/Price per Kilometer option. Enter the Override Amount/Override Price per Kilometer, remarks for overriding, and click Save. The updated Overridden Amount/Updated Bill Amount would appear accordingly. 

Frequently Asked Questions

Why is reviewing expense requests important? 

Reviewing expense requests ensures that employee claims comply with company policies, include valid documents, and stay within approved budgets. As a manager, greytHR allows you to easily track, review, and take necessary action on these requests.

Where can a manager/reviewer find the expense requests submitted by employees? 

To review an expense request, log in to your greytHR ESS portal and select To Do > Review > Expense.

What is the difference between Active and Closed tabs?

The Review section on the Workflow page has two tabs:

• Active: This lists all expense requests currently awaiting your review.

• Closed: This lists requests that have already been reviewed and processed.

What information is displayed under the Active tab? 

The Active tab provides a summary of pending requests, including Employee Name, Expense Type, No. of Expense Items, Total Amount, the Submitted On date, and status.

Can a manager/reviewer filter the list of expense requests? 

Yes, you can filter the data as per the expense request and submission date using the top-right icon under the Active tab.

How does a manager/reviewer view the full details of a specific expense request? 

From the Active tab, click on the forward arrow (→) option next to the request to view the details on the Review page.

Where can a manager/reviewer find the individual bills and employee notes? 

Under the Request Details tab, in the left panel, you can view the individual expense items. The Details section shows the detailed information, including the Expense ID, Bill No., employee notes, and attachments shared by the employee.

What actions can a manager/reviewer take on an expense item when reviewing it? 

In the Details section for each expense item, you will find the Actions options (e.g., Accept/Reject) and a Remarks section. Once reviewed, click the required action option (as per policy configurations) for each expense item and then click Submit.

Are remarks mandatory if a manager/reviewer rejects an expense item? 

Yes, if you reject an expense item, it is mandatory to add remarks explaining the reason for the rejection.

Can a manager/reviewer override the bill amount or price per kilometer? 

Yes, managers or reviewers can override the bill amount or price per kilometer. To override the amount:

1. Click the Edit icon next to the respective option (Bill Amount or Price per Kilometer).

2. Enter the Override Amount or Override Price per Kilometer.

3. Enter remarks for overriding.

4. Click Save. The updated overridden amount will appear accordingly.

Where can reviewers/managers track the history and status changes for an expense item?

Under the Timeline tab, you can view the actions taken and the status with respect to each individual expense item.

Other related links:

• Submit and manage expense requests in greytHR

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