Can a submitted expense be deleted?

Once you've submitted an expense report for approval, it enters a formal review process and cannot be directly deleted or modified by you. This guide explains why and what steps you can take if changes are needed.

Table of Contents

Pro-Tips & Guardrails
Verification & FAQs

Pro-Tips & Guardrails

NOTE: Expenses are fully editable and deletable by you only while they are in a Draft state (either as standalone draft expenses or inside a draft report). After submission, they become part of an approval record and are not meant to be deleted by the employee to maintain an audit trail.

PRO-TIP: If you need to correct or remove a submitted expense, you must reach out to your approver. Your approver (or an admin with approval rights) can "Send back" the report. Once the report is sent back, the expenses within it return to an editable state, allowing you to make the necessary changes or delete the expense. You can usually find your approver's contact information within the Approver Information section of the report detail view.

Verification & FAQs

You can verify an expense is submitted by checking its status in the Reports tab. If you do not see a "Delete Expense" button or similar editing options, the expense is in a submitted state.

Q: Why can't I delete an expense after I've submitted it?
A: Once an expense is submitted, it becomes part of a formal approval and audit trail. This process ensures proper reconciliation and compliance with company policies, preventing accidental deletions that could disrupt downstream processes.

Q: What should I do if I need to change or delete a submitted expense?
A: You should contact your assigned approver and request them to "Send back" the expense report. Once the report is sent back, you will be able to edit or delete the expense from the report.

Q: Where can I find my approver's contact information?
A: In the detailed view of your submitted expense report, look for the Approver Information section. This usually contains details to help you get in touch with your approver.