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Change an employee's approval routing

Goal​

Update who approves a specific employee's expenses - either by changing the assigned approver on the employee card, or by changing the approval policy that governs their expense categories.

Option A - Change the assigned approver​

The assigned approver on the Employee Card is the default person who receives the employee's expenses when no policy overrides it.

  1. From Truvio Expense Management - Overview, select Employees
  2. Open the employee record and go to the Expense Management section
  3. Update the Approver field to the new approver
  4. Save

This takes effect immediately for any expenses submitted after the change. Expenses already in the approval queue are not affected - they continue to route to the previous approver.

Option B - Change the approval policy​

Use this when the routing logic itself needs to change - for example, adding a second approval level, changing auto-approve thresholds, or adding a fixed approver for a specific category.

  1. From Truvio Expense Management - Overview, select Approval Policies
  2. Open the policy assigned to the relevant category in the employee's profile and edit it, or create a new policy
  3. If you created a new policy, assign it to the employee's Employee Profile at the category level:
    • Open Employee Profiles, select the profile, and update the Approval Policy field on the relevant category line

Which option to use​

SituationOption
The approver person has changed (e.g. manager handover)A - update the Approver field
The routing logic has changed (e.g. adding CFO sign-off above £500)B - update or create an Approval Policy
A specific employee needs different routing from their profile groupA - or create a dedicated profile for that employee

What to check​

  • Submit a test expense and confirm it routes to the correct approver
  • If using a policy change, verify that other employees sharing the same profile are not unintentionally affected