Rejecting Expense Reports

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When a high-risk report comes into AppZen and needs to be rejected they can click on the "Reject" button on the bottom of the screen. To reject the report the auditor will follow these steps:

 

  1. Login to your AppZen account
  2. Once you have logged into your Appzen account, look on the left-hand side of the screen
  3. Click on "Audit" then click on "Expense Reports" in the left-hand menu of the screen
  4. Open an expense report by clicking on the Report ID number flagged as high-risk
  5. Once you have reviewed and analyzed the report and determine that you need to reject what has been flagged as high risk click the "Reject button" on the bottom of the screen

 

 

 

 

Auditor Reject

The action panel will slide from the right-hand side of the screen with the high-risk items to review.

 

 

 

Yes or No buttons

The question of "Would you like to reject X high-risk items(s)?" will prompt you to review, and decide which items to confirm a rejection. In this example below line 1, "NO" is selected which states that you are not rejecting this line item.

 

(1) No = You do not agree with AppZen and you want to approve the line item.
(2) Yes = Yes you agree with AppZen and you want to reject this line and send the report back to the employee.

 

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When rejecting a report the auditor has the option to write internal comments to add more information to other auditors on the team. The comments are listed in the auditor feedback report.

 

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Ensure that you click on the buttons if you want to reject or approve the line items. "Yes" will be set by default.

Under the "Why are you not rejecting this?" select a reason by clicking the down arrow.

 

Risk Rejection Definition
Risk is correct, but in-policy The risk is correct, however, the expense is within the company’s policy (This means that the audit configuration probably requires a change in the model parameters).
False Positive The risk was incorrectly identified by AppZen as "High Risk", due to AppZen incorrectly identifying a violation or not following the company’s Audit Configuration.
Fixed by user This option should be selected when a person submitting the report has fixed a line they previously submitted, most often by reducing the line amount to exclude an out of policy expense(s).
Exception approved by management The risk is correct, but for this particular instance, an exception is allowed and is being approved by the management.

 

6. After choosing your reason from the dropdown menu, you can also choose a pre-drafted response from the "Use Template Message" dropdown menu (optional).

These responses are set up during the onboarding phase. Please consult with your Implementation Success Manager for details. Additionally, the Functional Admin can create pre-drafted responses post onboarding. For more information contact your CSM (customer success manager). 

Or use the response box add notes for the employee. Please note that special characters such as the ( <, >, &) symbols are not supported and will result in an error when you click the "Reject" button. 

7. After all line items have been reviewed click the "Reject" button.

 

False Positive

If you choose a false positive, another dropdown menu will appear for a false positive reason. Ensure that you submit a false positive reason to help train the AppZen model.

 

False-positive reasons can vary depending on the model. 

 

Audit Model  False Positive Feedback Options
Amount Verification
  • Amount below threshold
Amount Verification by Expense Type
  • Rule not applicable for this expense type
Automated receipt verification
  • The amount does not exceed the threshold
Cash Line Validation
  • Ghost card not used
Daily Meal Limit
  • Daily meal cost is greater than the threshold
Duplicate within a report
  • No duplicate expense line was detected within the same report
Expense Age
  • The transaction is XX days old. This exceeds the expense age threshold of XX days.
Merchant Category Check
  •  Incorrect merchant detected
  •  Merchant placed in the wrong   category
Merchant Price Check
  •  Incorrect merchant detected
  •  Multiple attendees
  •  Other
Parking Violation
  • Taxi/rideshare service incorrectly detected and not in receipt
Receipt Itemization
  • Receipt is itemized
  • Receipt attached at header
  • Multiple receipts attached
  • Other

 

 

 

Receipt Verification

  • Read incorrect amount on low-quality receipt
  • Read incorrect amount on clear receipt
  • Multiple receipts attached
  • Didn't account for tip
  • Handwritten receipt
  • Other

 

 

Unauthorized Expense

  • Unauthorized expense found but user declined it
  • No Unauthorized expense category found
  • User received a complimentary upgrade

 

Residential Address Detection

  • Incorrect address detection

 

Weekend Expense

  • Not a weekend
  • Incorrect date used

HCP Check

  •  ATTENDEE NAME (ENTITY) is a potentially Healthcare Professional

Manager as Attendee Verification

  • Attendee List 

Itemization Verification

  • Receipt Not Itemized 
 

During the parallel run phase, an auditor can action reports to train the model earlier to get better results before going live. 

Split View

Additionally, you can click on the eye icon(view more info) button of any line item.

 

 

On the right side, you can have the auditor reject view and on the left side, you can view the model details menu. You are able to create a response that provides the employee clear reasons for rejecting the report and helpful guidance of what needs to be fixed.

 

 


 
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