Approve or Reject Requests for Reimbursement (ACM Before October 2024)

This article applies to clients with an Academies and Content Marketplace (ACM) license prior to the October 2024 Major Product Release. If you are unsure if this applies to your organization, please contact your CX Representative.

As a manager, you have the ability to approve or reject user requests for Reimbursement. 

• To Approve or Reject a Request from the Approvals Page
• To Approve or Reject a Request from an Email
• About Manager and Admin Approvals
• About Requests for Pre-approval and Requests for Reimbursement

To Approve or Reject a Request from the Approvals Page

1. Click Approvals from the left navigation menu.
2. Select Programs or Resources to see all requests.
   The Approvals page displays.
3. Locate the request you want to approve or reject.
   1. Click the Requests, Approved, or Declined, or Pending Manager Review tab from the top menu to filter requests by status.
   2. Enter a search term in the Search field to find a specific user’s approvals.
   3. Filter requests by Provider, Program Name, Name, Estimated Cost, Date, or Cost Center.
4. To see more information about a request, click View Details.
   The Review Details page displays.
   
   1. Review the details of the request and optionally enter a note regarding your decision.
   2. Click Approve or Decline.
5. To approve the request, click ✅.
6. To reject the request, click .

To override a cost center, click on the current cost center beside a request and enter a cost center name or select a different cost center from the drop down menu.

To Approve or Reject a Request from an Email

If the Manager Approval Requests notification is enabled in your settings, you will receive an email when a user makes a new request for reimbursement.

1. From the email, click View Request.
   The Approvals page displays.
2. To see more information about a request, click View Details.
   The Review Details page displays.
3. Review the details of the request and optionally enter a note regarding your decision. 
4. Click Approve or Decline. 
   Upon your approval or rejection, and depending on an Admin’s email notification configuration, Admins will also receive an email notification prompting them to either approve or reject the request.

About Manager and Admin Approvals

If your company has enabled a two-step approval process, requests must be approved by both a Manager and an Admin. When a request is made, it is sent to the manager first. If the request is denied, no further action is taken. If the request is approved, it is then sent to an Admin where it is either approved a second time or denied.

Admins are able to override requests that are awaiting Manager approval. When an Admin overrides a a request that is awaiting Manager approval, they automatically advance the request to the Admin approval stage. Admins cannot reverse or change Manager decisions. If a Manager rejects a request, for example, an Admin cannot override this decision to approve the request.

About Requests for Pre-approval and Requests for Reimbursement

To be eligible for Reimbursement, users request two rounds of approval from their Manager and an Admin, depending on the configuration at your company. First, users find the Program or Resource they want to purchase and request pre-approval for their purchase. When a user is pre-approved, they can make their purchase. After their purchase is made, they'll request a second approval for Reimbursement. Upon approval for Reimbursement, users will be reimbursed for their purchase. Users can make multiple request for Reimbursement against a single pre-approved program or resource.