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When another user modifies or deletes a receipt on behalf of an employee, the employee is not notified and there is no audit trail to track changes made. Employees need to be notified of changes that affect the amount the employee is owed.

Use Cases:

1. A change is made to the Total Amount field:

   • An approver or AP Admin notices a data-entry error to the Total Amount field of a submitted expense, so they make the correction on behalf of the employee since the employee is on sick leave.

   • The Expense Report PDF generated reflects changes made which is great.

   • However, the report does not identify which expense receipt changed, what the changes were or, the user that made the change(s).

   • The change affects the amount the employee is owed; therefore, the employee should be notified explicitly of what the changes were and the user that made the change(s).

2. Receipt Deletion via Expense Posting Dashboard:

   • AP Admin deletes a receipt from the Expense Posting Dashboard in error for $950. AP Admin does not recall the receipt details or who the expense belonged to.

   • The expense receipt including the attachment is removed from the Expense Report PDF generated. The report does not identify which expense receipt was deleted.

   • The employee notices the significant shortfall on their expense reimbursement but there is no context provided as to why they were not reimbursed.

   • The change made affects the amount the employee is owed; therefore, the employee should be notified explicitly of what the changes were and the user that made the change(s).

   • The employee paid cash, lost the original receipt and therefore cannot resubmit the expense.

   • If the employee received a notification via email and this was tracked in an audit log, the employee could easily recoup the amount they are owed.

3. Receipt Deletion via "Enter Expenses For" module:

   • An employee goes on leave without notice.

   • The manager is required to submit expenses in the employees Receipts Pending Submission grid.

   • The manager deletes an expense with an image attached.

   • The change made affects the amount the employee is owed; therefore, the employee should be notified explicitly of what the changes were and the user that made the change(s).

   • The employee did not retain the original receipt and has no other proof to resubmit their expense.

   • If the employee received a notification via email and this was tracked in an audit log, the employee could easily recoup the amount they are owed.

4. Changes to other fields that do not affect the amount the employee is owed:

   • An employee submits their expenses and goes on a 4-week vacation.

   • The employee made errors to the Tax Amount, Tax Type, Tax Code, GL Acct, Item Amounts.

   • The Approver or AP Admin makes the corrections on behalf of the employee instead of waiting until they return from vacation. The item amount corrections do not change the Total Amount.

   • The Expense Report PDF generated reflects changes made which is great.

   • The corrections made do not affect the amount the employee is owed; therefore, the employee does not need to be notified explicitly of the changes made.

How this could work:

• Employees do not need to be notified explicitly of every change made to a receipt however, they should be notified explicitly of changes that affect the amount the employee is being reimbursed.

• An email notification should be sent to the employee when a change is made by another user affecting the amount an employee is being reimbursed e.g.

  1. Changes are made to the Receipt Total Amount via:

     1. Expense Approval module

     2. Expense Posting module

     3. Enter Expenses For module

  2. A Receipt is deleted via:

     1. Expense Posting module

     2. Enter Expenses For module

• Employees do not require an email notification for changes that do not affect the amount they are being reimbursed e.g. changes to Tax Amount, Tax Type, Tax Code, GL Acct, Item Amount(s) that do not change the Total Amount.

• If an Approver makes a change to the Total Amount on behalf of an employee via Expense Approval module, an email should be sent to the employee, copying all other Approvers.

• If an Approver or other user deletes a receipt Pending Submission via Enter Expenses For tool on behalf of another employee, an email should be sent to the employee.

• If an AP Admin makes a change to the Total Amount or deletes an expense receipt on behalf of an employee, an email should be sent to the employee, copying all other Approvers.

• We would want users to be able to customize the email message being sent to the employee to identify why they made the change.

• Expense Reports generated reflect changes made by other users which is great however, if there is a change to the Total Amount or if an expense receipt is deleted, this should be highlighted for the employee e.g. Total Amount $900.00 was changed to $825.00 by Nile Pravosky Sept 12, 2024.

• These notes should also be moved into Vista when batches are created for receipts.

• All changes should be recorded in an audit log.