Assure Expenses | Approving a Claim

Towards the end of October 2026, you will notice a refreshed look and feel across the Expenses pages.

These updates are designed to make the system easier to navigate, with a cleaner, more visual, and more modern design that helps you find what you need more quickly.

There are no changes to how you complete your usual tasks, such as approving an expense claim, except for how you navigate the menu options.

The design changes apply only to the desktop version of Expenses. The mobile app is not being updated.

If you are a claimant and not required to approve the claims of others, your Home Page will look like this:
If you are an approver and you are required to approve the claims of others, your Home Page will instead look like this:
Notice the new Claims Awaiting Approval tile at the top of the page.

The number of claims that have been submitted for you to approve is displayed in the tile.
You can click on any of the tiles for navigation.
This tile replaces the Check and Pay expenses Home Page menu.
Click on the Claims Awaiting Approval tile.
You will be directed to the Check and Pay Expenses screen.

Only the navigation to the Check and Pay Expenses page has changed.
From here your actions for approving the claim items will be done exactly the same as usual.
Claims which appear in the Un-allocated Claims section are allocated to a team for approval, rather than a specific approver, but if you are a member of that team and you see claims in this section, you can approve the claim by selecting the check box next to it and then clicking the Allocate to Me option. This will move the claim into your Current Claims section.
From the Current Claims section, select the claim you want to check by clicking on the Check Expenses link to the left of the claim.
You will be directed to the Expense Claim Details page where you will see the expense items the claimant has added to the claim.

The Expense Claim Details page displays a high-level overview of the claim. The grid will display concise information about each expense being claimed, and by using the icons described below, you can further investigate.

Option	Description
	Click to open the expense for further information that is not currently displayed on screen. You can also amend any details you think are incorrect. You will need to provide a justification for changing the details the claimant provided.
	Remove the expense from the claim. This will send an email to the claimant explaining that the expense has been deleted. You will need to provide a justification for removing an item from the claim.
	Click to reveal a detailed explanation of why the expense has been flagged as being outside policy, and where provided, the claimant’s justification. This information will help you identify whether or not to approve the expense.
	Indicates that an expense has been split. This might be: a meal expense where a portion will be allocated to subsistence, and a portion will be allocated to entertainment; or a hotel expense where a portion will be allocated for the room, and a portion will be for items like meals that are charged separately but on the same bill.
	View the attached receipt.
	Show full details of all the journey steps for the mileage being claimed.

As an approver, it is your responsibility to check each expense thoroughly before deciding to approve or reject each of the individual items.

Approving an Expense Item

If you are satisfied that an item from the claim should be approved, select the check box in the left most column next to the item.
Note that you can select more than one item to approve at a time.
Select Allow Selected from the Page Options.
The expense item(s) will then move and appear in the Approved Items section.

Disputing an Expense Item

If you want to dispute a claimed item, you should return it to the claimant for further detail or justification. To do this, select the check box in the left most column next to the item.
Select Return Selected from the Page Options.
Provide details for the claimant so that they know why the item is being returned.
The expense items will then move and appear in the Returned Items section until the claimant responds.

Approving the Claim

Once all the expenses have been allowed, you will be asked if you want to approve the claim.
Once you select approve claim, you may be required to accept a declaration which displays on screen.
After accepting the declaration, this action will send an email to the next approver in the approval process, and the claim will disappear from your list of claims to approve.
You will be returned to the Check and Pay Expenses page where you can then select another claim awaiting approval and repeat the approval process.

Final Stage of Approval

This step will depend on how your Expenses system has been configured for the approval process.

Once the claim has been approved in the final approval stage, you as the approver for that stage will be returned to the Check and Pay Expenses page.
- If One Step Authorisation has been enabled, clicking Approve Claim will approve the claim and automatically allocate the claim for payment. No further action will need to be taken.
- If One Step Authorisation has not been enabled, you will have one more step to complete before the claim is fully approved as described below.
From the Check and Pay Expenses page, select the Allocate For Payment option.
The fully approved claim will disappear from the Check and Pay Expenses page but from here you can then select another claim awaiting approval and repeat the approval process.