Delegate expense user tasks

How do you configure one user to submit expenses on behalf of another user?

By allowing designated users to submit expenses on behalf of others, delegations simplify workflows, especially during vacation periods, and, for business travel or team expenses.

This functionality is available in both the Continia Expense App and the Continia Expense Portal. With user delegation, you can assign expense submissions to others while still managing your own documents.

Scenario

Ester needs to set up delegation in Expense Management so that one her colleagues can submit expenses on behalf of another colleague. During the scenario video, you can see:

• How to configure expense user delegation.
• How an expense user with delegation can switch between profiles on the Expense Mobile App.
• How an expense administrator can identify expenses submitted by a delegate.

To add an expense user so that they can submit expenses for a colleague:

1. Navigate to Expense User Delegation.
2. Select the Owner User ID to specify the original expense user.
3. Select the Delegated User ID to specify the user who needs to perform the owner user’s expense tasks.
4. Choose dates in the Valid From and Valid To options. This is optional, but can be useful for temporary project work, or to arrange coverage over periods when the owner user is on vacation or unavailable.
5. Synchronize with Continia Online to complete the setup.

Submitting an expense as a delegated user

1. When you sign in to the Expense Mobile app as a delegated user, a drop-down menu is available next to your profile name.
2. From this menu, you can select the appropriate owner user.
3. The owner user’s profile name displays to show the active user for the expense task.
4. The delegated expense user can then create a new expense, edit and submit a saved expense, or add a receipt to the receipts list.