Once you’ve been set up as a Delegate user, you can begin performing actions on the Delegator user’s expense reports.
1. Click the user name drop-down on the Expense Track home page. Then, select Delegation.
2. The Act as a Delegate page opens and displays a sortable, filterable grid that includes the names of your Delegator users. See the table below the image for more information on each field.
All credit card information in the grid reflects level 3 credit card data only. In addition, the total number of credit card transactions and the total amount spent for all of your Delegator users are calculated at the bottom of the grid.
The grid automatically filters to display only information from the first day of the current month to the current date. You can remove or change the date filter, and your new filter preference will be reflected each time you go back to this page.
| Field Name | Description |
|---|---|
| Filters | You can filter the grid by the following values: User, Not Added To Drafts, Unassigned Receipts, Pending Drafts, Open Reports, Date. Your selected filter will remain applied no matter where you go in the website until you remove the filter. |
| User | List of Delegator users that have assigned you as a Delegate user. |
| Employee ID | Employee ID of the Delegator user. |
| Total Transactions | Total number of Comadata Mastercard transactions performed by the Delegator user. |
| Total Amount | Total amount spend by the Delegator user. |
| Not Added to Drafts | Total number of expense items not added to an expense report draft. For example, if the user has an expense item that imported from a credit card transaction, but that item did not attach to an expense report, it will be counted here. |
| Unassigned Receipts | Total number od receipts not yet assigned to an expense item. |
| Pending Drafts | Total number of expense reports pending approval and/or reconciliation. |
| Open Drafts | Total number of expense reports that have not yet been submitted for approval. |
| Total Transactions (bottom of page) | The sum of all transactions for all your Delegator users. |
| Total Amount (bottom of page) | The sum of all funds spent across all your Delegator users. |
| More Actions |
Note: The export will take into account any applied filters. |
3. Click a link in the User column to open the Delegator user’s expense draft dashboard. From here, you have the ability to perform the following actions:
- Split Account Codes
- Change Locations on Expense Reports
- Import Expense Data from external sources
- Associate Expense with Selected Projects
- Submit Expense Reports for Approval
4. To return to your Expense Track home page, click Delegation again from your user name drop-down. Then, click Return to My Dashboard.
Manage Expense Reports as a Delegator User
If your company uses multiple Delegate users, you could run into a situation where multiple users have access to the same expense reports. This can cause confusion on who created the expense report and users can override edits on a report they both have access to. However, there are features available to avoid these issues.
Created By and Created For Columns
The Expense Drafts grid displays a Created By and Created For column. With these columns, Delegator users can always see who created the expense reports for them, and Delegate users can always see who they created expense reports for.
If you wish to only see expense reports you will be reimbursed for (expense reports created for you), select the Only show drafts created for me check box.
In addition, if a user opens an expense report draft that other users have access to, the draft will display as locked to all other users. When locked, no other users can access the report until the user editing the report saves and navigates away from it, logs out of the website, or is logged out via a timeout session.
