The Decline Comments feature allows approvers to provide context when declining a top-up, bill, reimbursement, or card payment request. This helps submitters understand the reason behind the decision, streamlining communication and reducing back-and-forth. This is currently only available when approving items from the web app.

Adding a Decline Comment on the Web App:

1. Navigate to Approvals under the Spend Management menu.

2. Open the top-up, bill, reimbursement, or card payment awaiting your approval.

3. Click Decline

4. Select Request changes or Decline and archive

   • Request changes - sends the item back to the requester for re-submission

   • Decline and archive - archives the item

5. Explain why you are requesting changes or declining the item in the comment box 

6. Confirm Decline

What Happens Next?

If item has changes requested:

• The submitter will receive a notification with your comments.

• The item will show as incomplete until the submitter updates and resubmits it.

• The item will be resubmitted through the entire approval rule again

If the item is declined and archived:

• The submitter will receive a notification with your comments.

• If the item is a...

  • Bill payment or Reimbursement - it will be archived and not submitted for payment

  • Top-up request - it will be archived and budget limits will not be increased

  • Card payment - the payment has already processed so will remain unaffected. The expense report will be marked as declined and will export to your accounting software if integrated.