Set Up Delegations

A delegate is a person who's authorized to perform expense entry and management of another person's expense reports. A delegation is the relationship between a delegate and the person for whom the delegate enters expense reports. By setting up delegations, you can:

• Specify a delegate who enters expense reports for one or more people.

• Specify a person, or assignment, for whom the delegate enters expense reports.

• Specify whether the delegate can change any or all accounting segments, such as company and cost center.

• Specify whether the delegate can change project or task information for project-related expenses.

Setting Up a Delegation

To set up a delegation, follow these steps:

1. In the Setup and Maintenance work area, use the following:

   • Offering: Financials

   • Functional Area: Expenses

   • Task: Manage Delegations

2. On the Manage Delegations page, click the Create (+) icon.

3. On the Create Delegation page in the Delegate choice list, enter or select the name of the person who will enter expense reports for one or more people.

4. From the Assignment choice list, enter or select the name of the person who's assigned to the delegate and for whom the delegate enters expense reports.

   Note: If you need to assign a delegate for an inactive employee, you can even enter or select the name of the inactive employee in the Assignment field.

5. If the assignment already has the accounting privilege named Override expense account allocation, select the Accounting access check box.

6. If the assignment already has the project privilege named Allocate project expense, select the Project access check box.

   Caution: Ensure that you check whether the assignment has the accounting or the project privilege access. If you select the Accounting access or the Project access check box and the assignment doesn't already have the applicable privilege set up in the Security module, then the person is given unintended access.

Edit a Delegation

Sometimes, you may have to modify an existing delegation. For example, you may have to edit an existing delegation to provide accounting or project access to the delegate of an inactive employee.

In such cases, search for the delegation you want to modify on the Manage Delegations page. You can search based on different parameters, such as delegate, assignment, creation date, and so on. Similarly, if you're searching for delegation of an inactive employee, searching based on the employee status parameter can help you easily find the delegation.

After you find the delegation, click the delegate and then make the required changes in the Delegation dialog box.