Purpose of this Article: This solution article provides information about the Expenses homepage and the tiles that are available to City & County of San Francisco employees
Audience: City & County of San Francisco Employees
Author: Alexis Cruz Eusebio
Version: 1.0
Last Update: Ricardo Toyloy 4/21/2025
Purpose
This document provides an overview of Expense authorization cancellations and discusses how to cancel an Expense Authorization.
Description
The Cancel Approved Expense Authorization feature is available to both employees and delegates. It provides the mechanism that is necessary to cancel unused Expense authorizations that have not been applied to expense reports. You cannot delete Expense authorizations that have been budget checked. If an Expense Authorization has been approved, then it was successfully Budget Checked. In this case, if it is not needed anymore – it must be canceled. An Expense Authorization can only be cancelled when it has not been linked to an Expense Report. The Cancel Approved Expense Authorization feature automatically runs budget checking to reverse encumbrances that are associated with the Expense authorizations being closed. After cancel, an Expense Authorization cannot be modified and resubmitted.
Cancel or Delete Expense Authorization?
You can Cancel an Expense Authorization if:
- If an Expense Authorization has been submitted and has been Partially or fully approved
- If an Expense Authorization has been Paid
- If an Expense Authorization has NOT been applied to an Expense Report
You can Delete an Expense Authorization if:
- If you create an Expense Authorization and decide not to process it, you can delete it before you submit it for approval.
- If you submit an Expense Authorization or an expense report and the approver returns it to you, you can delete it