How to Submit Expenses on Behalf of Another Employee
This option allows for an employee to submit expense reports on behalf of someone else for example, a personal assistant on behalf of their Director. This option available for Expenses only, not for any other type of information for example 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 grant a user permission to use this feature when their user account is first created or you can edit an existing user account so they can submit expenses on behalf of someone else. To do so navigate to:
People -> Users
To edit an existing user locate their user account in the Users table and click the Actions button followed by Edit or to add a new user click the Add button at the bottom of the screen.
In the Act on Behalf of section add the name(s) of the employee(s) you'd like this user to submit expense claims 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 drop-down list of names (including their own):
If they want to submit for themselves they just need to pick their own name from the list or if submitting on behalf of someone else just choose their name instead.
Note: This user can only SUBMIT on behalf of - they cannot edit, view or perform any other actions. This means if the user chooses to save an expense claim submitted on behalf of another user as a draft (rather than actually submitting it) it will no longer be visible to the user that added and saved it'. Instead it will be visible to the employee whom it was added on behalf of.
The submitted Expenses go into the approval process of the person they are submitting on behalf of, this person can then View, Print, Edit or Delete the submitted claim.
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