Assign a Delegate

You may assign a delegate in the travel and expense system, another user who is authorized to complete work on your behalf. However, first be sure to confirm with your department that this is allowed. 

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Assign a Delegate

A Delegate (Travel Preparer) can be assigned in the system to do the following:

Prepare your expense reports.

View your receipts.

Receive copies of your email notifications from the system.

A Delegate cannot submit for the employee.

Please be sure to confirm with your department that this is allowed.

How to Assign a Delegate

1. Assign Your Delegates

  • At the top of the home page, click Profile, then click Profile Settings. 
  • In the left navigation in Expense Settings, click Expense Delegates (Figure 1).
Zoom image: Figure 1 In the left navigation in Expense Settings, click Expense Delegates.

Figure 1

  • Request and Expense Settings share the same delegates. Adding a delegate to either setting gives them permission to work in both the Request and Expense modules.
  • Click Add and a search bar will appear (Figure 2)
  • Enter the last name of the person you want to assign as your delegate. 
  • Select the person when they appear in the list.
Zoom image: Figure 2 Assign a preparer delegate permission to prepare expense reports on your behalf. Click the checkboxes to assign their permissions.

Figure 2

2. Assign Delegate Permissions

Click the checkboxes to assign the delegate permission to perform tasks on your behalf.

  • Figure 3 shows the available options if you have the capability to be an approver.
Zoom image: Figure 3 Assign a preparer delegate permission to prepare expense reports on your behalf. Click the checkboxes to assign their permissions.

Figure 3

  • Figure 4 shows the available options if you do NOT have the capability to be an approver.
Zoom image: Figure 4 Assign a preparer delegate permission to prepare expense reports on your behalf. Click the checkboxes to assign their permissions.

Figure 4

  • Can Prepare - allow the delegate to prepare your expense reports.
  • Can View Receipts - allow the delegate to view and attach your receipts.
  • Receives Emails - allow the delegate to be copied on email notifications you receive from the system.
  • Can Approve – This permission is non-compliant. If needed, you can use the ‘Can Approve Temporary’ function.”
  • Can Approve Temporary – allow someone to approve on your behalf “allows someone to approve on your behalf if you are not able to approve. Some examples: maternity leave, sabbatical, medical leave.”
  • Can Preview for Approver – allow the delegate to preview the expense reports in your approval queue. They will not have access to approve the reports.
  • Receives Approval Emails - allow the delegate to be copied on email notifications you receive from the system.
  • When finished, click Save.