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Assign Head of Department as Approver for Expense Claims

This article explains how to set an employee as a Head of Department and assign them as an approver in the approval workflow for expense claims. 

Audience & Scope

Audience: HR Admin

Module: Expense Claims

Country: Global

Pre-requisites: User group settings (Access to Admin Settings and HR Admin Permission for Expense Claim Module)

 

Step-by-Step Instructions

Part 1: Setting the Head of Department

1. Go to Admin Settings > Departments

2. Click the edit button for the department you want to add the HOD of

3. Choose the name of the HoD from the dropdown

4. Click Save

Part 2: Assign/Add HoD to Claim Approval Workflow

1. Go to HR Lounge > Expense Claims > Claim Policies

2. Click on the 'Approval workflow list'.

3. You can create a new workflow or edit an existing workflow

4. When choosing the approver, choose Position for the first dropdown, and Head of Department for the second dropdown.

IMPORTANT:

The approval step where the Head of Department is selected is skipped if:

  • An employee's department has no HoD set (refer to Part 1 above)
  • The HoD is the submitter of the claim
  • the HoD has ended employment (inactive)

5. If needed, check and update the approval workflow for the specific claim policies. 

Learn more: For more details on how to create/edit approval workflow in claim policies, refer to the article here

NOTE: 

Changes in the claim approval workflow will only affect future claim submissions. Claims that are submitted will follow the approval workflow at the time of submission. 

 

Common Issues/FAQ

Q1: Can I select multiple people as HoD?

A1: No. Only one person can be selected as the HoD for each department.

Q2: Can the same employee be set as HoD of multiple departments?

A2: Yes. The same employee can be HoD of multiple departments. 

Q3: If the HoD cannot approve/reject a claim due to being out of the office, who can approve on behalf?

A3: Admins with access to the expense claims module and permission to perform actions on behalf of others will be able to approve/reject on behalf. Refer to the picture below for user group settings that allow this behaviour.

 

Related Articles

How to Create and Manage Claim Policies

 

Ownership

By: Aqilah