Process reimbursement form – Approver 1

A reimbursement form is first processed by Approver 1, who checks the content of the form, handles attachments, and records any deviating accounting.

You will find the forms you have received from employees in the inbox. Click on My Inbox, which you can find on the homepage of the self-service portal.

You will then see a list on the left side of the screen with all the tasks you need to process.

Processing the reimbursement form

You must ensure that the form is correctly filled out. Verify that the employee is indeed entitled to receive the amount and that they have selected the correct payroll item.

You must also have procedures in place to ensure that an amount is not paid out multiple times.

When you click on a task, you will automatically enter the information screen.

To process the form, click Open Task at the bottom right.

Comment to Approver 2

If you want to add a comment to Approver 2, click on the comment icon.

The employee can navigate to this comment field. Be aware of this when writing something in the field.

This function is not intended for providing feedback to the employee. If you wish to give feedback to the employee, use the remarks field at the bottom of the form after clicking Open Task.

Click on the icon to the right of the Enter a comment field to add a comment to Approver 2.

Attachments and display mode

The last two icons are used to view attachments or the reimbursement form in display mode. You will also be able to see this when you open the task to process the form.

Text for the payslip

When you open the task to process the form, you can enter a description of up to 15 characters in the Text for payslip (Tekst for lønnsslipp) field. This description will appear on the employee's payslip instead of the name of the payroll item.

Deviating accounting

If entries in the form are to be accounted for under different accounting elements than those normally charged to the employee's salary, you must check the Deviating accounting (Avvikende kontering) box.

If there are multiple entries on the same form, all these entries will be accounted for under the same accounting elements. If they need to be accounted for under different accounting elements, you must return the form to the employee and ask for the entries to be distributed across different forms.

Errors or omissions in the reimbursement form

If you find errors or omissions in the form, you must return the form to the employee. Enter an explanation of why you are returning the form in the white Comment field at the bottom of the form.

Approve or return to employee

Click Approve or Return to employee when you have finished processing the form.

Claim, Release, and Forward

If multiple people receive the tasks and one approves them, they will be visible in all recipients' inboxes.

If you want to reserve a task for yourself to handle it at a later time, click the Claim button. The task will then move to your inbox and will no longer be visible to others who are Approver 1.

If you decide not to handle a claimed task after all, click the Release button. The task will then become visible in the other approvers' inboxes again.

If you want to forward a task to another approver 1, click the Forward button.

Enter the name in the search field and click the magnifying glass. Once you have clicked on the relevant person, you will have the option to add a note before clicking Forward.