If you are an approver of expenses and will be out of the office, you can use our Out of Office option to delegate a fellow user to approve submitted expenses on your behalf.
If Out of Office is not available to you, please ask an Administrator from your company to turn this feature on for the account in the Advanced Settings area.
To set up your out of office, please follow the steps below:
1. Click Approval at the top of your screen.
2. Click Out of Office and then tick the Enable Out of Office box.
3. If you are going to be away for a set time period, tick the Only during this period box and enter the date range that you will be out of office for. This is an optional setting.
Please Note: If you set your out of office without selecting a time period, you will need to untick the 'Enable Out of Office' upon your return to disable your out of office.
4. Enter the name or email address of the user that should approve expenses on your behalf in the Delegate Approval to box. You need to click on their name to complete this step.
5. Once you're happy, 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 a main approver themselves.
If a delegated approver also has an active Out of Office enabled, expenses already redirected to the delegate will not be redirected again.