Expense Form Register for Project Manager

The Project Manager may have authority to approve only budgeted expenditure. Unbudgeted expenditure over a certain limit may require the approval of the Project Board or Sponsor. The Project Manager will then either:

- Approve the expense and forward it to the Project Administrator for payment or
- Request further information from the person submitting the form or
- Decline the expense and raise an issue with the person submitting the form.

Following formal approval of the expense by the Project Manager, payment will be scheduled. It is typical to pay expenses in ‘batches’ to reduce the administrative workload in making expense payments and more effectively manage project cash-flow.

Register Expense
After the payment has been scheduled, the Expense Form Register should be updated to ensure that an accurate record of the approval and payment is kept. Although the register must be updated after the expense has been approved, the register should be updated throughout the process to ensure that the Project Manager is kept informed of the expense status at all phases in the expense approval cycle.