Understand where a fee is in its lifecycle
As miscellaneous fees move through approval, validation, invoicing, and payment processes, statuses are assigned to indicate each fee's lifecycle stage. Understanding these statuses helps you determine whether a fee is awaiting approval, ready for invoicing, successfully processed, or requires additional action.
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Why it matters
As miscellaneous fees move through approval, validation, and invoicing, their statuses indicate their progress. Understanding these statuses helps you identify whether processing is proceeding normally, delayed, or unable to continue.
Understanding statuses helps you:
- Know where a fee is in its lifecycle.
- Identify when a fee requires attention.
- Understand whether processing is complete.
- Recognize when approvals or validations are preventing a fee from moving forward.
- Reduce the time spent investigating fee activity.
Who it's for
- Program Office users
- Financial operations teams
- Users responsible for fee approvals
- Users researching fee activity
- Users troubleshooting processing issues
How it helps
Fee statuses provide information that helps you manage and research miscellaneous fees.
Using status information, you can:
- Determine whether a fee is awaiting approval, invoicing, or processing.
- Identify fees that were rejected, canceled, voided, or failed validation.
- Monitor the progress of imported fees.
- Research issues before contacting support or approvers.
- Understand the appropriate next step based on the fee's current status.
- Navigate to related approval, workflow, or invoice details when additional information is needed.
Understanding fee statuses
The following statuses may display for miscellaneous fees.
| Status | What it means | Typical next step |
|---|---|---|
| Pending | The fee is waiting for approval from one or more approvers. | Wait for approval or review approval details. |
| Awaiting Financial Approval | The fee has completed workflow approval and is waiting for review by the Client's Finance team. | Wait for financial review and processing. |
| Scheduled | The fee has been approved and is waiting to be invoiced. | Monitor processing until invoicing begins. |
| In Process | The fee is currently being prepared for invoicing. | No action is typically required. |
| Processed | The fee has been invoiced and processed successfully. | Review invoice details if needed. |
| Rejected | The fee was denied during the approval process. | Review approval information and correct the fee if necessary. |
| Cancelled | The fee was withdrawn before processing was completed. | No further action is required unless the fee must be recreated. |
| Void | The fee became invalid because assignment or related information changed after the fee was created. | Review the fee details and determine whether a replacement fee is required. |
| Ready for Validation | An imported fee is waiting for system validation. | Monitor processing. |
| Failed Validation | An imported fee did not pass validation and cannot continue processing. | Correct the issue and resubmit the fee. |
Understanding common status paths
Most miscellaneous fees follow one of the following lifecycle paths.
Standard fee
Pending
↓
Scheduled
↓
In Process
↓
Processed
The fee is approved, prepared for invoicing, and successfully processed.
Rejected fee
Pending
↓
Rejected
The fee does not receive approval and cannot move forward until the issue is addressed.
Cancelled fee
Pending or Scheduled
↓
Cancelled
The fee is withdrawn before processing completes.
Imported fee
Ready for Validation
↓
Scheduled
↓
In Process
↓
Processed
The imported fee successfully completes validation and continues through the normal processing lifecycle.
Important behavior
- A fee cannot be cancelled after it reaches the Processed status.
- Imported fees may pass through validation statuses that manually created fees never use.
- Recurring fees follow the same status lifecycle as one-time fees.
- Recurring fees are approved or rejected as a single approval request.
- If assignment information changes, some fees may move to a Void status.
- Cancelled, Rejected, and Void statuses stop the fee from continuing through normal processing.
What this means in practice
When reviewing a fee:
- Pending and Awaiting Financial Approval indicate approval activities are still in progress.
- Scheduled means approval is complete and the fee is waiting to be invoiced.
- In Process means invoicing activities have started.
- Processed means the fee has completed processing.
- Rejected, Canceled, and Void indicate the fee will not continue through the standard invoicing process.
- Ready for Validation and Failed Validation apply only to imported fees.
Understanding these statuses helps you determine whether a fee is progressing normally or requires additional investigation.
Additional considerations
- Statuses update automatically as fees move through the system.
- The statuses available for a fee depend on how the fee was created and configured.
- Approval workflows may affect how long a fee remains in approval-related statuses.
- Processing times vary based on your organization's invoicing schedule and workflow configuration.
- Viewing status information alongside approval history and invoice details often provides the quickest path to troubleshooting.
Frequently asked questions (FAQs)
What status means the fee has been approved?
A fee in Scheduled status has been approved and is waiting to be invoiced.
What status means the fee has been invoiced?
A fee in Processed status has completed invoicing and processing.
Why is my fee still Pending?
The fee is still waiting for action from one or more approvers in the approval workflow.
Why was my fee Rejected?
A reviewer denied the fee during the approval process. Review the approval details and comments to determine whether corrections are needed.
Can I cancel a Processed fee?
No. Fees cannot be cancelled after they reach the Processed status.
What causes a fee to become Void?
A fee may become void when assignment information changes and the fee is no longer valid. For example, assignment date changes can result in previously valid fees becoming invalid.
What should I do if a fee fails validation?
Review the validation error, correct the issue, and resubmit the fee.
Where can I find more information about a fee's status?
See Researching fee details to review approval history, workflow activity, invoice details, and transaction history associated with a fee.
Learn more
| Persona Program office users | Modules Contingent Staffing Services Procurement | Documentation release Beeline Enterprise | Q3 2026 | Feedback? Email us: |