If you're an approver of expenses and will be out of the office, you can use the Out of Office option to delegate a fellow user to approve submitted expenses on your behalf.
Note: If Out of Office is not available to you, please ask an Account Administrator from your company to turn this feature on for the account in the Additional Settings area.
How to set up your Out of Office
To set up and turn on your Out of Office, complete the following steps:
1. In the Approval area, go to the Out of Office section.
2. Tick the Enable Out of Office checkbox.
Note: If you set your Out of Office without selecting a time period, you'll need to untick the 'Enable Out of Office' checkbox upon your return to disable your Out of Office.
3. Tick the Only during this period checkbox if you're going to be away for a set time period.
You can click the calendar icon to set the date range you'll be out of the office. Click Apply to confirm the selection.
Note: This is an optional setting.
4. In the Delegate Approval to field, start typing the name or email address of the user that should approve expenses on your behalf. Click on their name to select them.
5. Click Update to set your Out of Office.
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 approver themselves (i.e. they're assigned to an Approval Flow in the Admin area).
If a delegated approver also has an active Out of Office enabled, expenses already redirected to the delegate will not be redirected again.