Delegation

Zoho Expense lets you delegate your expense reporting work to another user, in situations when youโ€™re away from the office. You can do this without sharing your login credentials or your Zoho Expense account. You can simply provide access to your view and configure the duration for which the delegate will have access to your view. Also, you can delegate tasks like recording expenses, creating expense reports, etc., that the delegate can perform on your behalf. Let’s consider a scenario to understand this better.

Scenario:

Patricia, the business head will be organizing an important business meeting in her office. She might have incurred a lot of expenses while organizing the business meeting. However, Patricia might be busy with meetings and closing business deals. She might not be able to focus on tracking expenses. In this case, Patricia can set up the delegation workflow and add her assistant as a delegate by choosing the tasks the delegate can do on her behalf. Now, she can fully focus on the business meeting.

Similarly, you can set up the delegation workflow in your organisation and add delegates to perform actions on your behalf. You can also specify the access end date, after which they will lose their delegate access to your account.


Abilities of a Delegate

Once you have added a delegate, the delegate can start performing tasks on your behalf. Let’s look into all the abilities of a delegate based on their access type.

Submit Access

A delegate with submit access cannot view the delegator’s transactions which are in Approved and Reimbursed statuses. However, the delegate can view all the transactions that the delegator had created.

The delegates will be able to view and access the following modules:

Trips Expenses Reports Cards
Advances

A delegate with Submit Access can perform the following actions and view the following transactions:

Module Action View
Trips Create and submit trips 1. Trips created by the delegator in Draft, Awaiting Approval, Recalled, and Rejected statuses.
2. Trips in all statuses created by the delegate.
Expenses Create new expenses and add them to reports. 1. Expenses created by the delegator in Unreported, Unsubmitted, Awaiting Approval, and Rejected statuses.
2. Expenses in all statuses created by the delegate.
Reports Create and submit reports. 1. Reports created by the delegator in Draft, Awaiting Approval, Recalled, and Rejected statuses.
2. Reports in all statuses created by the delegate.
Cards Categorise and match transactions. 1. All corporate cards associated to the delegator.
Advances Record or request advances 1. Unreported advances requested by the delegator.
2. All advances recorded by the delegate.

Approve Access

The delegates with Approve Access will be able to view and access the Approvals module. They can perform the following actions and view the following transactions:

Module Action View
Approvals 1. Approve or reject trips.
2. Update, close or cancel the trip.
3. Approve or reject reports.
4. Apply advances to reports.
5. Approve or reject advances.
1. Trips submitted to the delegator.
2. Trips approved or rejected by the delegate.
3. Reports submitted to the delegator.
4. Reports approved or rejected by the delegate.
5. Advances requested to the delegator.

Submit and Approve Access

This delegate will have access to all the modules that a delegate with Submit Access and Approve Access has.


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