Delegating Expense Tasks
Managing expenses efficiently is crucial for any organization, and one key aspect of this process is ensuring a seamless submission flow. Delegations play a vital role in streamlining expense submissions, allowing designated individuals to submit expenses on behalf of others. This flexibility is particularly beneficial for scenarios such as business travel or team-related expenses.
The user delegation functionality is available in the Continia Expense App and the Continia Expense Portal. With this feature, you can delegate expense submissions to other users while still updating and submitting your own documents.
By adding a delegated user, you can give team members the power to handle expense-related tasks for others. This helps improve efficiency and teamwork within your organization.
To add a delegated user:
Select the icon, enter Expense User Delegation, and then select the related link.
On the action bar, select New and fill in the following information in the provided fields:
Field Description Owner User ID Specify the user ID of the document owner who will delegate their expense submission responsibility. Owner User Name Enter the name of the document owner who is delegating their expense submission responsibility. Delegated User ID Specify the user ID of the person responsible for handling documents on behalf of the owner. Delegated User Name Enter the name of the person who will be responsible for handling documents on behalf of the owner. Valid From Set the start date of the delegation period during which the delegated user can access, update, and submit documents on behalf of the owner. To indicate a process that is not time-bound or does not depend on a specific period, simply leave the Valid From field blank. Valid To Set the end date of the delegation period, which determines when the delegation ends. During this period, the delegated user can access, update, and submit documents on behalf of the owner. To indicate a process that is not time-bound or does not depend on a specific period, leave the Valid To field blank. Disabled Specifies whether the delegation is disabled or not. A delegation is automatically disabled if the user is not an Expense Management user.
On either the app or the portal, the delegated user will have the option to log in as the document owner and submit expenses on behalf of the owner. The delegated user will have access to all documents saved by the owner.
You can delegate expense handling once you've uploaded your receipts. This convenient feature allows you to grant permission to another person to manage those expenses on your behalf. For instance, it can be beneficial during a team event when multiple expenses must be recorded and organized. By delegating the task to, for example, the team lead, you can streamline the expense management process and collaborate efficiently to ensure all team-related expenses are accurately handled.
For more information, see the Delegation in Expense App and Portal video.