Overview
Each employee in Custodia is assigned an Approver at the profile level. This approver is responsible for reviewing and approving all request-based activities, including out-of-pocket (OOP) expenses.
When an employee submits a request or expense, Custodia determines the approver based on the user’s profile settings. If your organization follows a Team-based hierarchy, the employee’s Team Manager is automatically assigned as the default approver. This can be overwritten by manually assigning a different approver on the employee’s profile when needed.
If an approver is changed after requests or expenses have already been submitted, existing records must be recalculated to ensure they are routed to the correct approver.
Step 1: Update the Employee Profile
1. Navigate to My Organization > Org Structure > Employees
2. Locate the employee you want to update and click the green pencil icon next to their name.
3. In the top-right section of the profile, find the Approver field.
4. Enter the name of the new approver
- The selected user must already have the Approver role assigned
- Only users with the Approver role will appear in the dropdown list
- The team manager is identified by “username – default” in the dropdown.
5. Save the changes
Step 2: Recalculate the Approver on Existing Requests
After updating the employee profile, you must recalculate any existing pending requests so they are routed to the new approver.
Activity Requests
1. Navigate to Activity > Activities
2. Hover over an activity request and click the green circular arrow labeled Recalculate Approver.
3. Repeat this action for any additional activity requests as needed.
4. Once recalculated, the newly assigned approver will receive a Custodia notification indicating there is a pending request awaiting review.
Out of Pocket Requests
1. Navigate to Finance & Accounting > Reimbursements and Charges > Out of Pocket Expenses
2. Search for the employee whose approver was updated. Hover over an expense and click the green circular arrow labeled Recalculate Approver.
3. Repeat this action for any additional expenses as needed.
4. Once recalculated, the newly assigned approver will receive a Custodia notification indicating there is a pending request awaiting review.
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