Types of User (Expense)

With the Expense tool, various types of user are available. The corresponding user rights are managed by your system administrator.

The following table describes each of these types.

Type

Description

Traveller

A person who submits an expense report. Sometimes known as a declarant, however this guide uses the term "traveller" throughout.

Approver

The person who initially approves or rejects an expense report or a cash advance request following submission. See Approving an Expense Report and Approving a Cash Advance Request.

Depending on your company policy, you may be able to choose who can approve your expense reports. See Choosing Who Can Approve Your Expense Reports.

Approvers can delegate their approval rights to other users of the Expense tool. Doing so can help to ensure that approvals are still made while that approver is away from the office. See Delegating Approval Rights.

Expense delegate

A person who can submit (but not approve) expense reports on behalf of another user. An example would be the personal assistant of a business executive.

Accountant

The person who approves payment of expense reports and cash advance requests. See Approving Reimbursement of an Expense Report and Approving Payment of a Cash Advance Request.

Transactions manager

A person who can import files containing credit card statements from banks or other financial institutions, and assign the individual transactions to specific travellers. Doing so makes it easy for travellers to create expense reports, or add expense items, from their assigned transactions. See Importing Credit Card Statements.

Export manager

The person who exports expense data to the company accounting system for payment of expense claims. See Exporting Expenses to an Accounting System.