Validator - What is my role as a validator in the ''Expense reimbursements'' module?

As part of administrative management, the role of the validator is essential to ensure that the information submitted by employees in expense or travel forms is accurate and complies with the applicable rules. 

What is the role of the validator?

As a validator, your main mission is to confirm the compliance of the information entered in the submitted forms.
This crucial step helps to avoid errors or inconsistencies that could affect the accounting and financial management of the organization.

This role must be assigned to a responsible person familiar with the validation criteria for forms, whether for expenses or travel.

What to validate?

When acting as a validator, here are the key elements to validate:

• Accuracy of personal information: Confirm that the data related to the requester (name, establishment, identification number) is correct. 

• Compliance of amounts: Examine the submitted amounts to validate their match with actual expenses, based on receipts or supporting documents. 
• Validity of supporting documents: Verify that the provided receipts or documents are complete, legible, and compliant with internal reimbursement policies. 
• Compliance with organizational policies: Ensure that expenses or travel comply with the rules and limits established by the organization. 

• Data consistency: Analyze dates, locations, and descriptions of expenses or travel to certify that they correspond to the reported activities.

How to validate data?

• Access the Expense reimbursements module under the Forms tab in the left-hand menu. The Employee expense reimbursements tab is where you can review the submitted forms for validation;
• Identify the forms with Pending status and review the details by clicking on the pencil icon. Base your validation on the points mentioned above;
• Download and analyze the attached documents, such as receipts or supporting documents. Make sure these documents correspond to the submitted amounts and information. 

If needed, watch this video for a step-by-step guide: Video: Validator - How to validate an expense reimbursement form?