Status and reimbursement

An expense goes through four statuses from the moment you create it until you’re paid. Here’s who decides, when you get paid and what to do with a rejection.

The four statuses

Status	What it means	What you can do
Open	Created and waiting for someone to review it	Edit it, change the receipt or delete it
Approved	Approved, with a reimbursement date. Not paid yet	Wait for payment on the date shown
Rejected	Not approved. If the reviewer left a reason, you see it on the row	Read the reason and, once, select Appeal
Reimbursed	Paid. This is the final status	Nothing: it's done

In My expenses, the Pending tab groups open and approved expenses (what you haven’t been paid yet) and Closed groups the reimbursed and rejected ones. Here’s how to create an expense.

Who decides

Your expense is approved or rejected by your direct manager or by whoever has the expense management permission in your company, usually HR or finance. No one decides on their own expenses, except whoever administers Orquiva for the company.

Marking it Reimbursed is a different matter: only someone who manages expenses for the whole company can do it, not your manager.

If your company has turned on automatic approval, an expense below the threshold becomes Approved as soon as you create it, without anyone reviewing it. It doesn’t apply if your company requires a receipt for that amount and the expense doesn’t have one.

When you get paid

Approved doesn’t mean paid.

• Whoever approves the expense has to set a reimbursement date. You see it on the row («Reimbursement: date») and you get the Expense approved notice in your inbox with that date.
• Orquiva doesn’t make the payment. Your company transfers the money itself, for example with your payslip, and then marks the expense Reimbursed.
• If you’re paid with your payslip, the line item it appears under is decided by whoever prepares the payslip (Understanding your payslip).

An automatically approved expense doesn’t generate the Expense approved notice: check the list.

If an expense is rejected

A rejection doesn’t send any notice: you see it in your list, with the expense Rejected and the reason, if there is one, under the status.

You get one chance to appeal it:

If something goes wrong

My expense has been Open for days. No one has reviewed it yet, and creating an expense doesn’t notify anyone. Tell your manager or whoever handles expenses in your company.

It’s Approved but I haven’t been paid. Approved isn’t paid: your company makes the payment outside Orquiva. Check the reimbursement date on the row and, if it has passed, ask HR.

An expense was rejected and I didn’t get any notice. Rejections don’t send notices. Check the Closed tab from time to time.

The Appeal button doesn’t appear. It only shows on rejected expenses you haven’t appealed before. If you’ve already appealed once, talk to whoever reviewed it.

I don’t know who has to approve mine. Your direct manager, or whoever has the expenses permission in your company. If you’re not sure, ask HR. If the problem is with Orquiva, contact us.