Notes:
The process for approving submitted claims is different than approving claim payments.
Admin or Finance with transfer rights users can approve the claim payment. If associated with a budget, the Budget Owner with transfer rights can also approve the claim payment.
Setting Up Claim Review Policy
1. On your Aspire dashboard, click "Policies" in the left navigation bar (web app) or click "Menu" and choose "Policies" (mobile app). Once you're on the Company policies page, select "Claim review policy".
2. Click the edit button on the upper right part of the page.
3. For each rule, we have the "IF" and "THEN" sections. Under the "IF" section, specify the condition that the claim will adhere to. The conditions you can choose are "Claim within a budget" or "Claim amount".
You can also make your rule more specific by combining these two conditions into a single rule. You just have to click on Add condition and you’ll be able to have these two conditions in one rule.
4. Under THEN section, select the approvers of the claims. Click on the blue pen button to choose a specific approver or even mix the roles (Admin, Finance, Managers, Budget Owners and Budge Member) and specific users as approvers
5. Choose whether you want all or just any of the selected approvers to approve the claim before proceeding with the claim payments.
Notes:
All of the approvers: All selected approvers must approve the submitted claims before they can proceed to the next step (if applicable).
Any of the approvers: Any of the selected approvers can approve the submitted claims for them to move to the next step(if applicable).
If you want to add an extra level of approval before proceeding with the claim payments, just click on "Add next step of approval", "Add approver" and then follow the same steps above.
Tip: Rules are arranged in order of priority. When a claim is submitted, the first rule that matches the conditions is applied. To change the priority of rules, just click the arrow button right next to Sort priority.
6. For claims not covered by the above rules, you can create a fallback rule to decide if the claim should be approved by an admin or manager or auto-rejected.
7. If all good, just click on "Update policy" then "Save changes".
Notes:
If you choose "Any of the approvers", and the claim submitter is one of the approvers, approvals for that level and preceding levels are bypassed, allowing the approval flow to move to the next step (if applicable).
If you choose "All of the approvers", and the claim submitter is one of the approvers, the approval of other approvers is still needed before moving to the next step (if applicable).
Claims submitted by users not listed as approvers require approval from the designated approvers at each step according to the review policy created.
Tip: To ensure claims follow the designated approval steps without skipping any approvers, include at least two approvers in the same step and select "All of the approvers". This ensures that even if the claim submitter is one of the approvers, the remaining approver must review and approve the claim before it progresses.
Viewing Changes Made in Claim Review Policy
To view all changes made to the claim review policy:
On your Aspire dashboard, click "Policies" in the left navigation bar (web app) or click "Menu" and choose "Policies" (mobile app). Once you're on the Company policies page, select "Claim review policy".
Click on the three-dotted menu and select the "View activity log" option.
Questions? Chat with us by clicking on the messenger icon at the bottom right of the screen once you are logged in.