Setting Up Authorized Users

A system administrator or manager can determine who is authorized to enter expense transactions for other employees using the Authorize Expense Users (Search) Page. Or, an employee can determine who is authorized to enter expense transactions on their behalf using the Authorize Users Page.

Page Name

Definition Name

Usage

Authorize Expense Users (Search) Page

EE_AUTH_USR_SRCH

As a system administrator or manager select how you want to search for the employee for which a delegate(s) can enter expense transactions.

Authorize Expense User - Employee

EX_USR_EE_AUTH2

Authorize an employee(s) who can create expense transactions on behalf of the Employee ID entered in the Search Value field.

Authorize Expense User - User

EX_USR_EE_AUTH

Authorize an employee(s) who can create expense transactions on behalf of the User ID entered in the Search Value field.

Authorize Users Page

TE_EE_AUTHORITY

Authorize other employees in your organization to enter expense transactions on your behalf.

Use the Authorize Users page (EE_AUTH_USR_SRCH) as a system administrator or manager select how you want to search for the employee for which a delegate(s) can enter expense transactions.

Navigation:

Travel and Expenses > Manage Expenses Security > Authorize Expense Users

This example illustrates the fields and controls on the Authorize Users page. You can find definitions for the fields and controls later on this page.

 Authorize Expense Users - Search

Use this page to authorize access to employees who can process expense transactions for themselves and on behalf of other employees. You can perform your search by Employee ID or by User ID.

Field or Control

Description

Employee ID

Enter an Employee ID in the Search Value field and then click Search to authorize multiple users for that single employee.

User ID

Enter an User ID in the Search Value field and then click Search to authorize multiple employees for that single user ID.

Use the Authorize Expense User - Employee page (EX_USR_EE_AUTH2) to authorize an employee(s) who can create expense transactions on behalf of the Employee ID entered in the Search Value field.

Navigation

Travel and Expenses > Manage Expenses Security > Authorize Expense Users. Select Employee ID, enter an employee ID in the Search Value field, and select Search.

This example illustrates the fields and controls on the Authorize Expense Users - Employee page.

 Authorize Expense Users - Employee

Field or Control

Description

Authorized User ID

Select a User ID using the Look Up Authorized User ID icon. You can authorize more than one user for an employee.

Description

Displays the name set in the user profile for the selected User ID.

Authorization Level

Use the following options to set authorization level for the employee and the selected user ID:

  • Edit: Allow an authorized user to view, create, and edit a transaction for the employee. When this option is selected, the Submit button is unavailable for all expenses transactions.

  • Edit & Submit: Allow an authorized user to view, create, delete, cancel, edit, and submit expense transactions for the employee.

  • View: Allow an authorized user to view only the transactions created by an employee. If this authorization level is selected, the Employee ID field in the Created/Modify search page and in the My Wallet page is rendered unsearchable. Additionally, the Save and Add buttons are unavailable to prevent the employee from deleting, modifying existing transactions, or adding new transactions.

Use the Authorize Expense User - User page (EX_USR_EE_AUTH) to authorize an employee(s) who can create expense transactions on behalf of the User ID entered in the Search Value field.

Navigation

Travel and Expenses > Manage Expenses Security > Authorize Expense Users. Select User ID, enter a user ID in the Search Value field, and select Search.

This example illustrates the fields and controls on the Authorize Expense Users - User page.

 Authorize Expense Users - User

Field or Control

Description

Empl ID

Select an Employee ID using the Look Up Empl ID icon. You can authorize more than one employee ID for a user ID.

Name

Displays the employee name for the selected Employee ID.

Authorization Level

(Same as above.)

Use the Authorize Users page (TE_EE_AUTHORITY) to authorize other employees in your organization to enter expense transactions on your behalf.

Navigation

Employee Self-Service > Travel and Expenses > User Preferences > Delegate Entry Authority

This example illustrates the fields and controls on the Authorize Expense Users page.

 Authorize Users