If an approver is out of the office and hasn't set their 'Out of Office' status in their Approval area, you can enable the Out of Office function in the Admin area. This allows you to appoint another user to approve expenses on their behalf.
To set up an approver's Out of Office, complete the following steps:
1. Click Admin > Users.
2. Find the user you need to set Out of Office for by using the Filter options available.
3. Click Edit, found at the right-hand side of the User record and the Edit User box will be displayed.
4. Click the Out Of Office tab, and tick the Enable Out of Office tick box.
5. If the approver will be away for a specific time period, select the Only during this period checkbox and enter the start and end dates of their absence.
Please Note: If you set the user's out of office without selecting a time period, you will need to untick the 'Enable Out of Office' upon their return to disable their out of office; or the user will need to do this from their approval area.
6. Enter the name of the user that should approve expenses on behalf of the out of office approver in the Delegate Approval To box.
7. Click Update.
Additional Information
Once a user is assigned as a delegate, they will receive a notification email to inform them they are now set up to have access to approve expenses on behalf of the approver who delegated them.
When Out of Office is turned on, any awaiting approval notifications for any approval flows you are part of will be sent to the user you have delegated. When Out of Office is turned back off, any awaiting approval notifications will go back to the original approver.
The delegate cannot approve or see their own expenses. If you need to approve their expenses, these will stay in your Awaiting Approval section until your return.
Delegates will always retain access to the Approval area once they have been nominated by an approver. This is because the system holds the history of any approved expenses there.
Approval for delegates does not give them access to the out of office feature unless they are normally a main approver themselves.