Example: Setting up reason codes in e-xpense

A company sets up the following reason codes for rejecting expense reports.

Code	Description	Explanation Required
X1	You used the wrong expense form.
X2	You entered inconsistent amounts.
X3	You exceeded amount allowed.	X
X4	Your amounts don’t match approved, requested amounts.	X
X5	You’ve submitted a report for an expense that hasn’t occurred yet.	X

In this example, an approver who selects reason codes X3, X4, or X5 when rejecting an expense report must provide the employee with an explanation in addition to the short description for the code. You can apply this same principle to reason codes for rejecting pre-authorization requests.