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', please follow these steps:
1. Click Admin.
2. Within the Users section, edit the user profile of the approver using the Edit button.
3. Click the Out of Office tab, and tick the Enable Out of Office tick box.
4. 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.
5. Enter the name of the user that should approve expenses on behalf of the out of office approver in the Delegate Approval To box.
6. Click Update.
Once a user is assigned to be a delegate, they will receive an email confirming they are now set up to have access to the approval area and approve expenses on behalf of the approver who delegated to them.
Delegates will maintain their access to the approval area indefinitely once they have been nominated by an approver. This is because the system holds records of all approved expenses they've handled.
Please note: Approval for delegates does not give them access to the 'out of office' feature unless they are a main approver themselves.