As an admin, you can now reassign approvers for pending expense reports when original approvers are unavailable due to vacation, sick leave, or role changes. This feature helps prevent requests from getting stuck in the approval process and eliminates the need to cancel and resubmit with operational team assistance.
How to Reassign Approvers for Expense Reports
Step 1: Navigate and Find Reports
Go to the Expense section in your admin dashboard
Click on "All Reports" to view all expense reports
Optional: Use the "Approver Name" filter to find reports assigned to a specific approver who is unavailable
Click on any expense report to open its details page
Step 2: Access Edit Mode
On the report details page, scroll to the bottom
Click the "Edit Details" button
An edit pop-up window will open with the report information
Step 3: Modify Approvers
In the pop-up window, you'll see different sections:
Cannot be changed: Report ID, Employee Name (From field)
Can be changed: Group, Cost Center, Approvers
Look at the Approvers section, where all current approvers are listed
Understanding approval status:
Already approved: Names appear grayed out and cannot be changed
Pending approval: Names can be clicked and edited
To change a pending approver:
Click on the approver's name
A search dropdown will appear
Type or search for the new approver's name
Select the replacement approver
Add reasoning (optional):
Use the "Reason" text box to explain the change
Example: "Sarah is on vacation until March 20th."
Step 4: Save Changes
You can change multiple approvers before saving
Click "Confirm" to save all changes
The pop-up closes and returns you to the report details page
The updated approver information will be displayed
A new entry appears in the report history showing the approver change
Important System Rules
Approval Assignment Restrictions:
No duplicate approvers allowed on the same request
The request submitter cannot be added as an approver
Only pending approvers can be changed (approved ones are locked)
Approvers can only be changed and not removed
Example: Report with A (approved) → B (pending) → C (pending): B can only be replaced by someone other than A, C, or the submitter
Notifications and Tracking
Automatic Notifications: Email sent to the employee, old approver, and new approver
Audit Trail: All changes recorded in the request history with date, time, and reason
If you need assistance with the approver reassignment feature or encounter technical issues, please contact the support team through the WegoPro portal at support@wegopro.com