I am an Approver - I need to monitor and approve my team's expenses

Getting Set Up

How do I register as an Authorising Manager?

Your profile will be set up by your company’s Account Manager, who will confirm your role as an Authorising Manager in RIP Expenses; and also your position in the organisation structure (this defines who will send expenses to you for approval).

When your profile has been created, you will be sent an email asking you to register. You then need to complete the following steps:

  1. Click the login link provided in your registration email. This will take you to RIP Expenses for Desktop. Enter the temporary password you received in your registration email into the Password field and click Submit.

  2. On the next page, you are prompted to change your password. Your password must be at least 10 characters long. Click Submit.

  3. On the next page, please review and agree to RIP Global’s Terms of Use and Privacy Policy. After reading and agreeing simply tick the box and click Submit.

  4. Verification of your phone number: Your mobile number is a unique identifier for us to make sure the receipts belong to you. So please make sure you submit the correct phone number. After submitting, you will receive a verification code via text message. Please enter the code on the next screen.

  5. Your registration is complete.

If you also use RIP to manage your own expenses, as well as authorising those of your team, please see the how-to guide for Users for tips on completing the setup process by downloading our Mobile App, and using RIP to capture and manage your expenses.

How do I know who’s expenses will be coming to me for approval?

Expenses coming to you for approval will appear based on the Organisation tree in RIP Expenses set by your company. To access, view, and approve these, you’ll need to go to the Approvals section of RIP Expenses.

  1. Log in to your RIP Expenses Web App

  2. Select Approvals from the menu on the left hand side. You will see a list of your employees that sit under you in the Organisation tree.

This functionality is editable by your company’s Account Managers. They will be able to see the Organisation tree and who reports to you in RIP, and add/change these details as necessary.

Everyday Approvals

How do I approve an employee’s expenses?

Expenses you need to approve will appear based on the Organisation tree in RIP Expenses set by your company. To access, view, and approve these, you’ll need to go to the Approvals section of RIP Expenses.

  1. Log in to your RIP Expenses Web App

  2. Select Approvals from the menu on the left hand side. You will see a list of your employees that sit under you in the Organisation tree.

  3. Click on the name of the employee you wish to view/approve the expenses of. The list of unapproved expenses will appear under their name

  4. To approve an expense, tick the green Approve Expense box. For Out of Pocket expenses that require a reimbursement, the box will read Approve Reimbursement.

  5. Alternatively, you could click Actions, and Edit/Approve. This will allow you to see all details of the expense, and give options to Approve, Decline, or send back to the employee for revision of an Invalid Code or Comment by ticking the relevant box.

  6. Once approved, the expense will disappear from your Approvals screen, and if your RIP Expenses account is integrated with your Accounting Software,the expense will flow directly into the Accounting Software. The expense will no longer be editable in any way, but will still be viewable in the Web Application. If you aren’t integrated, the expense will remain in the Approvals page ready for export to CSV.

How do I view the full details of an expense?

  1. Log in to your RIP Expenses Web App

  2. Select Approvals from the menu on the left hand side. You will see a list of your employees that sit under you in the Organisation tree.

  3. Click on the name of the employee you wish to view the expenses of. The list of unapproved expenses will appear under their name

  4. To view the full invoice detail of an expense, click View.

  5. Alternatively, you could click Actions, and Edit/Approve. This will allow you to see all details of the expense, and give options to Approve, Decline, or send back to the employee for revision of an Invalid Code or Comment by ticking the relevant box.

How do I review or decline an out of policy expense?

If you are reviewing an employee’s expenses and decide that you cannot approve an expense that has been submitted, there are two potential courses of action. 

  1. If you think the expense just needs to have the code or comment changed, you can tick the Invalid Code or Comment box in the Approvals screen. This will send the expense back to the employee for their review, and notify them that they have an expense that needs attention. 

  2. If the expense is definitely out of policy, and needs to be declined, you can tick the Decline box in the Approvals screen. For Corporate Card users, this will notify them they need to process a refund to the company; and for Out of Pocket expense users, this will simply mean they do not get reimbursed for that expense.

How can I ensure that expenses I’m approving are compliant to our corporate expenses policy?

Watch this space - we are currently building functionality that will allow a company to define rules for expensing, and highlight out of policy spend to Authorising Managers.


Tom Everton