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

In the system you can assign a delegate permission to:

  • Prepare your expense reports.
  • View your receipts.
  • Receive copies of your email notifications from the system.
  • Preview expense reports pending your approval on your behalf if you are both approvers.
  • Approve expense reports on your behalf during a leave of absence.

How to Assign a Delegate

1. Add 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.
  • Enter the last name of the person you want to assign as your delegate. 
  • Select the person when they appear in the list.

2. Assign a Preparer Delegate

Assign a preparer delegate permission to prepare expense reports on your behalf. Click the checkboxes to assign their permissions (Figure 3).

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

  • Click Can Prepare to allow the delegate to prepare your expense reports.
  • Click Can View Receipts to allow the delegate to view and attach your receipts.
  • Click Receives Emails to allow the delegate to be copied on email notifications you receive from the system.
  • When finished, click Save.

3. Assign an Approval Delegate

Assign an approval delegate permission to preview or approve expense reports pending your approval on your behalf. You and the delegate must both be approvers. Note that assigning an approval delegate permission to approve reports on your behalf can only occur while you are on a leave of absence. Click the checkboxes to assign their permissions (Figure 4).

Zoom image: Figure 3 Assign an approval delegate permission to preview or approve expense reports pending your approval on your behalf. You and the delegate must both be approvers. Note that assigning an approval delegate permission to approve reports on your behalf can only occur while you are on a leave of absence. Click the checkboxes to assign their permissions.

Figure 3

  • Click Can Approve to allow the delegate to approve expense reports on your behalf. This can only be assigned while you are on a leave of absence. Instead, use the option Can Approve Temporary and set the timeframe for your leave of absence during which the delegate can approve reports on your behalf.
  • Click Can Approve Temporary to allow the delegate to approve expense reports on your behalf during a specified timeframe. This can only be assigned while you are on a leave of absence. Use the calendar to set the dates for when they can approve on your behalf.
  • Click Can Preview for Approver to allow the delegate to preview the expense reports in your approval queue. They can review reports pending your approval and mark them ready for your review, but they cannot approve the reports.
  • Click Receives Approval Emails to allow the delegate to be copied on approval email notifications you receive from the system.
  • When finished, click Save.