This option allows for one employee to submit expenses on behalf of someone else e.g. a PA on behalf of their Director. This option is only available for Expenses, and not for any other type of information, eg mileage.
To enable this option go to:
Administration > Company > Settings > Company settings
In the General settings section you will see an Allow employees to submit on 'behalf of others' checkbox option:
Select the Expenses checkbox to enable this feature.
You can then enable this feature when adding a new User, or edit an existing User (regardless of their user access level) you want to be able to submit expenses on behalf of someone else. Go to:
People > Users
To edit an existing User, in the list of Users, click on the Edit action, or at the bottom of the screen, click on Add to add a new User:
In the Act on Behalf of section, add the name or names of the employees this employee will act on behalf of:
When this user adds expenses via their Self service or Quick launch (the 'What would you like to do?' button), they will see a dropdown list of names (including their own):
If they want to submit for themselves they will need to pick their own name from the list or, if submitting 'on behalf of', they will need to pick the name of the person they want to submit for.
Note: This user can only SUBMIT 'on behalf of' - they cannot edit, view etc. This means that if the user chooses to save an expense submitted on behalf of another as a draft (rather than submitting it) it will no longer be visible to the person who is adding it. Instead, it will be visible as a draft to the employee whom it is being added 'on behalf of'.
The submitted Expenses goes into the approval process of the person they are submitting on behalf of. This person can View, Print, Edit or Delete the submitted claim.