Authorizations Expense items | Modify | Delete If you enable the expense authorizations feature, you can implement an approval process that will allow you to monitor costs before your employees actually incur expenses. To use the expense authorization feature, you must select "Enable expense authorizations" from the Expenses Options section of the My Account > Company > Settings page. Authorizations go through a submission and approval process. Once approved, an authorization can be booked, if necessary, and expensed. To create a new authorization: 1. Click on the "Authorizations" tab. 2. Click on the "Create..." drop-down menu and select "authorization." 3. Enter a name for the authorization. 4. Enter a description for the authorization (optional). 5. Select the client and/or project associated with the authorization. 6. Enter a departure date and an arrival date (use the same date for both if the authorization is not for a trip). 7. Enter the amount of any cash advance, if applicable; enter notes if desired. 8. Click on "Create authorization." 9. You will immediately see an "Edit expense items" dialog box. Expense items To estimate the type of expenses you may incur on your trip, etc., you enter expense items and an estimated monetary amount for each one. For example, if you are taking a business trip, you might select an "airfare" expense item, enter the estimated cost of the tickets, and note the destination in the "Description" field. To modify an authorization: Note: You cannot edit a submitted authorization unless you are its owner. 1. Click on the "Authorizations" tab. 2. Click on the "All" tab. 3. Click on the name of the authorization you want to edit. 4. Click on the "Edit" link to change the information for the authorization itself (i.e. its name, date, amount of cash advance, etc.). Click on the "Expense items" link to edit the expense items associated with the authorization. 5. Click on the "Save" button when you are done making your changes. To delete an authorization: You can use the "Edit authorization" dialog box to delete an authorization *only* if the "Delete" button appears next to the "Save" button on the bottom of the dialog box. 1. Click on the "Authorizations" tab. 2. Click on the "All" tab. 3. Click on the envelope you want to delete. 4. Click on the "Delete" button. Note: If you delete an authorization, any associated expense items will be deleted also. You cannot delete an authorization that has been approved or expensed.