Report rejections

Learn how to handle rejected expense reports, fix the issues, and successfully resubmit for approval.

Why reports get rejected

Understanding the common reasons for rejection helps you avoid these issues in future submissions and address them quickly when they occur.

Common rejection reasons include multiple typical issues. Missing required receipts is one of the most frequent problems—company policy typically requires receipts for expenses above a certain threshold like $25, and missing even one receipt can trigger rejection. Amounts that don't match receipts create approval concerns—if you entered $59 but the receipt clearly shows $95, approvers must reject until the discrepancy is resolved. Policy violations without adequate justification require rejection when expenses exceed limits or break rules without clear business explanation. Unclear business purposes make it impossible for approvers to verify legitimate business need—vague descriptions like "dinner" don't explain why company funds should reimburse the expense. Incorrect expense categories violate organizational accounting standards and budget tracking. Duplicate expenses, where the same receipt or transaction appears twice, must be removed before approval. Late submissions without explanation may violate policy requiring expenses to be submitted within 30 or 60 days of the transaction date.

What happens when rejected

When an approver rejects your report, a specific sequence of events occurs to alert you and enable corrections.

The report status immediately changes to "Rejected" in the system, which may briefly appear before automatically reverting to "Draft" status, unlocking the report for editing. You receive both an email notification and an in-app notification alerting you that your report was rejected and requires attention. The report unlocks for editing, allowing you to modify expenses, add receipts, or make any necessary corrections. Most importantly, the rejection reason appears in the comments section, where your approver has documented the specific issues that need correction. You can then make the required corrections and resubmit the report for a fresh review.

Timeline impact of rejection. Each rejection adds approximately 5-7 days to your overall reimbursement timeline. This includes the time for you to receive the rejection notification, make corrections, resubmit, and for the approver to review again. Multiple rejections can significantly delay your reimbursement, sometimes by weeks.

Review rejection reason

Carefully reviewing the rejection reason ensures you understand exactly what needs to be fixed before resubmission.

Open the rejected report by clicking on it from your reports list. Navigate to the "Comments" section, which displays all communications about the report. Read your approver's rejection reason carefully and thoroughly—don't skim it. Note each specific issue mentioned, as approvers typically list multiple problems that all need addressing.

Example of a typical detailed rejection. Your approver might write: "Returning for corrections: (1) Missing receipt for hotel expense of $245 on March 16. (2) Dinner receipt shows total of $95, but you entered $59 - please verify which amount is correct. (3) The 'Office Supplies' expense for $52 should be categorized as 'Equipment' per company policy. Please fix these three issues and resubmit. Thanks!"

This example shows specific, actionable feedback that clearly indicates what you need to do to get the report approved.

Fix the issues

Address each issue systematically using the appropriate correction method for each problem type.

Missing receipts require immediate action. If you have the receipt, upload it immediately to the expense that's missing it. If the receipt is lost or was never provided, add a detailed note explaining the situation: "Receipt was not provided by parking attendant. Charge verified on credit card statement dated March 16." You may also need to provide alternative documentation like the relevant portion of your credit card statement. In some cases, you might request a manager waiver if your company policy allows this for small amounts or unavoidable circumstances.

Amount discrepancies need verification. Carefully examine the receipt to determine the correct amount. If your entered amount was wrong, correct it to match the receipt exactly. If the receipt is unclear or the discrepancy results from a special circumstance, add a clarification note explaining the situation: "Receipt total includes $15 tip written on receipt but not part of transaction total charged to card."

Category errors are straightforward to fix. Change the expense category to the correct one using the dropdown menu. Follow your company's categorization rules, which should be documented in your expense policy. If you're unsure why a certain categorization is required, add a brief explanation note or ask your approver for clarification.

Policy violations need justification. Add detailed business justification in the description or notes field explaining why the expense violated policy but was still necessary. Provide specific context including client names, business outcomes, or extenuating circumstances. If you obtained pre-approval from your manager before incurring the expense, reference that approval or attach any pre-approval documentation.

Unclear descriptions must be enhanced. Add comprehensive details about the business purpose of the expense. For meal expenses, include the names of attendees and the business discussed. Specify which client or project the expense relates to, creating a clear link between the expense and business value.

Duplicate expenses require removal. Identify which entry is the correct one by checking dates, amounts, and receipt images. Remove the duplicate expense entirely from the report. Verify that the remaining expense has all necessary details and documentation.

Add response comment

After making all corrections, add a summary comment that documents what you changed and confirms everything is ready for re-review.

Example of an effective response comment. Write a structured response like: "Corrections made: ✓ Hotel receipt uploaded for March 16 ($245). ✓ Dinner amount corrected to $95 (was typo). ✓ Office supplies recategorized as 'Equipment'. All issues addressed. Ready for re-review. Thanks!"

Why this response format helps everyone. It shows your approver that you carefully addressed each point they raised rather than making random changes. It makes the re-review faster because the approver can quickly verify you fixed the specific issues without re-reading the entire report. It demonstrates attention to detail and professionalism, which builds trust with approvers and can lead to faster approvals in the future.

Resubmit the report

Before resubmitting, take time to verify that everything is truly correct this time.

Verify that all corrections have been made and saved in the system. Run through the pre-submission checklist again: confirm all required receipts are uploaded and visible, verify amounts are accurate and match receipts, check that categories are correct according to policy, ensure descriptions clearly explain business purpose, and review that any policy violations now have adequate justification. Add your response comment summarizing the corrections you made. Click "Submit for Approval" at the bottom of the report. Confirm the submission in the dialog that appears.

The approval process restarts at Level 1, meaning your report goes back to the same approver who rejected it. This gives them the opportunity to verify you addressed their concerns before moving it forward.

Prevent future rejections

Learning from rejection patterns helps you submit clean reports that sail through approval on the first try.

Before spending company money, prepare properly. Familiarize yourself with company policy limits for different expense categories. Get pre-approval from your manager for any large expenses or those that might be questionable. Choose policy-compliant options whenever possible rather than assuming exceptions will be granted.

When creating expenses in Eloope, build quality in. Upload receipts immediately while they're fresh and legible rather than waiting weeks. Enter amounts accurately by carefully reading receipts and double-checking your entries. Select the correct category by consulting your company's expense policy or recent examples. Add clear, detailed descriptions that explain business purpose without requiring follow-up questions. Include specific information like client names, project codes, or attendees for meal expenses.

Before submitting any report, perform self-review. Review every single expense in the report rather than assuming everything is fine. Verify that receipts are legible—zoom in and confirm you can read all details. Check for duplicate expenses by sorting by amount and date. Ensure policy compliance by verifying that expenses fall within limits or have proper justification. Add explanations for any policy violations before your approver asks.

Communication tips

Effective communication with approvers resolves uncertainties quickly and prevents extended delays.

If the rejection reason is unclear or ambiguous, don't guess. Instead of making assumptions about what the approver wants, ask for specific clarification. Reply in the comments section with specific questions referencing expense line items. Alternatively, email or message your approver directly for faster resolution.

Example of effective clarification request. Write something like: "Hi Mike, Regarding the rejected expense report - can you clarify which 'Office Supplies' expense should be recategorized? I had three in this report: Pens and paper ($25), Laptop case ($52), USB drives ($18). I believe you meant the laptop case ($52) should be 'Equipment' - is that correct? Thanks for your patience!"

This approach shows professionalism, confirms you're paying attention to details, and gets the specific answer you need to fix the issue correctly the first time.

Appeal a rejection

In rare cases where you believe a rejection was incorrect or unfair, you have options for escalation.

If you genuinely believe the rejection was not warranted, gather all supporting documentation that proves your position. Add a detailed comment in the report explaining your position clearly and professionally, without being defensive or confrontational. Provide specific policy references if your company's written expense policy supports your position. If the approver remains firm after your appeal comment, escalate to the finance team or HR department for interpretation of policy.

Example of a professional appeal. "Requesting reconsideration: The hotel rate of $250/night was flagged as over policy ($200/night). However, per Section 3.2 of the travel policy: 'Conference hotels are exempt from nightly limits when no alternatives are available within 10 miles.' This was the official conference hotel with no nearby alternatives within the policy radius. Attached: conference website showing hotel info and map of area. Please advise if additional justification is needed."

This appeal is factual, references specific policy language, provides supporting documentation, and maintains a professional tone.

Multiple rejections

If the same report gets rejected multiple times, it's time to change your approach.

Schedule a phone call or face-to-face meeting with your approver to discuss the issues directly rather than playing email tag through the comments system. Clarify exactly what the policy requirements are for the types of expenses you're submitting. Get pre-approval for questionable items before resubmitting again. Consider involving the finance team for guidance if the issue involves complex policy interpretation.

Multiple rejections often indicate a fundamental misunderstanding of policy or requirements, and direct conversation resolves these issues far faster than written communication.

Track rejection history

Learning from your rejection patterns helps you improve submission quality over time.

Navigate to Reports → Rejected tab to see all your past rejected reports in one view. Review the rejection reasons for each to identify patterns. Look for common issues that appear repeatedly in your rejections, such as always missing receipts or consistently mis-categorizing certain expense types. Adjust your future behavior based on these patterns—if you constantly forget hotel receipts, set a phone reminder to upload them immediately upon checkout.

Related articles

• Submitting Reports
• Policy Compliance
• Policy Violations
• Approving Reports
• Quick Start for Employees