Overview
The approval process in Custodia allows designated approvers to review, validate, and either approve or reject spend requests submitted by employees. This ensures that activities align with company policy, budget availability, and internal controls before any funds are made available for use.
As an approver, you are responsible for reviewing the request details, including the activity type, amount, time frame, supporting information, and any applicable policy rules. Once reviewed, you can take action directly within the platform to either approve the request, return it for clarification, or reject it.
Custodia users who oversee cardholders may be responsible for approving two types of requests:
Activity Requests
Out-of-Pocket Requests
The steps vary slightly depending on your user role (Admin or Team Manager). Please follow the appropriate guide below.
1. Approving Activity Requests
For all approvers:
Navigate to Activity > Activities
Select the Pending tab
If you do not see the request:
Use the “All Pending” toggle to reveal requests not directly assigned to you
Review the request details by clicking on the individual line
Select Approve, Reject, or Reply to send a message back to the requester
2. Approving Out-of-Pocket Requests
For Admins
Navigate to Finance & Accounting > Reimbursements & Charges > Out of Pocket Expenses
Go to the Pending tab
Use the Green hover menu to select “View Request”
Choose from:
✅ Approve – to approve the reimbursement
❌ Reject – to deny the request
💬 Reply – to send a clarification message to the user
For Team Managers
Navigate to My Team > My Employees > Out of Pocket Expenses
Select the Pending tab
Use the Green hover menu to select “View Request”
Choose from:
✅ Approve
❌ Reject
💬 Reply