Delegation Settings

Allow employees to submit expenses on behalf of others.

Accessing Delegation Settings

1. Click Admin in the sidebar
2. Click Delegation Settings
3. Manage delegation rules

Admin Role Required

Only organization Admins can configure delegation settings.

What is Expense Delegation?

Delegation allows one employee to create and submit expenses for another. Common use cases:

• Executive Assistants - Submit expenses for executives
• Team Leads - Submit on behalf of team members
• Office Managers - Handle receipts for multiple employees

Enabling Delegation

Organization-Wide Setting

1. Toggle Allow Expense Delegation on
2. Choose delegation mode:
3. Approval Required - Delegates need approval
4. Auto-Approved - Delegated expenses auto-approve

Delegation Permissions

Permission Level	Description
Submit Only	Can create and submit expenses
Submit + View	Can also view expense status
Full Access	Can edit and manage expenses

Creating Delegations

As an Admin

1. Navigate to Admin > Delegation Settings
2. Click Add Delegation
3. Select the Delegator (person submitting)
4. Select the Delegatee (person expenses are for)
5. Set permission level
6. Set date range (optional)
7. Click Save

Self-Service Delegation

If enabled, employees can:

1. Navigate to Profile > Delegation
2. Click Add Delegate
3. Search for the delegator
4. Set permissions and duration
5. Confirm delegation

Delegation Rules

Date Ranges

• Permanent - No end date
• Temporary - Set specific start and end dates
• One-Time - Valid for single expense

Restrictions

Admins can set restrictions:

Restriction	Description
Amount Limit	Max amount delegate can submit
Category Limit	Specific categories only
Approval Required	All delegated expenses need approval

Submitting as a Delegate

When delegation is active:

1. Create new expense
2. "Submit As" dropdown appears
3. Select the person you're submitting for
4. Complete expense as normal
5. Expense is attributed to delegatee

Managing Active Delegations

Viewing Delegations

1. Navigate to Admin > Delegation Settings
2. View all active delegations
3. Filter by:
4. Delegator
5. Delegatee
6. Status
7. Date range

Revoking Delegation

1. Find the delegation in the list
2. Click the menu icon
3. Select Revoke
4. Confirm revocation

Existing Expenses Unaffected

Revoking delegation doesn't affect already-submitted expenses.

Audit Trail

All delegated expenses include:

• Original delegatee name
• Delegate who submitted
• Timestamp of submission
• Approval chain

Best Practices

1. Use date ranges - Avoid permanent delegations when possible
2. Regular audits - Review active delegations quarterly
3. Clear policies - Document who can delegate to whom
4. Amount limits - Set reasonable caps for delegated expenses
5. Require approval - Keep oversight on delegated submissions

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