You can manage expenses, trips and transactions on behalf of others. As a delegate, you can create, submit, and recall expenses, trip, and invoices for the person you’re assisting, as well as check transaction matching and manually match transactions to expenses, if required.

You have been assigned as a delegate for expenses if you see Spend > Expenses > Delegated expenses.

Note: Delegates can’t yet submit or take action on expenses in the app version of Perk. In the meantime, you can log into Perk through your mobile browser to upload and manage delegated expenses.

Tip: Want to assign someone else to act on your behalf? See Assign an assistant to manage your spend.

Uploading expenses as a delegate

To start managing the spend of the person you’ve been delegated to assist, go to Spend > Expenses > Delegated expenses. Select the person from the Employee drop-down menu whose spend you are going to manage.

Once selected, you see an overview of the other person’s spend, with specific tabs for single expenses, trip expenses, and card transactions.

Expenses and trips are grouped into new, submitted and exported expenses to help you identify those reports that require your intervention.

Card transactions are grouped into New transactions to process and New transactions processed, so you can identify those transactions that still need to be matched to their corresponding expense.

You also see options to create new expenses on the other person’s behalf. You can now create, submit or recall expenses and trip expenses as if they were your own, as well as manage any transaction matching.

Caution: Only use the options displayed in the Delegated expenses page. Using the identical icons in the My tasks page creates the expense as your own.

Note: If you don’t see exported expenses in Delegated expenses, contact your account admin. They can give you permissions in the Compliance section (Settings > Account > Companies, Spend settings).

Managing invoices for someone else

To submit invoices on the behalf of someone else, go to Invoices > Invoice processor > Invoices. You can view all invoices either that you have uploaded or that have been uploaded by the person you’re assisting.

For example, without invoice delegate permissions, you only see invoices where you have been selected as a submitter:

Once you are granted invoice delegate permissions to submit on behalf of another person, you are added as a joint submitter to all invoices for that person. Unlike forwarding an invoice to another submitter, you can view all invoices in the invoice overview.

To upload a new invoice on someone else’s behalf, add the invoice as if it were your own and then in the Submitter field, select the other person.

Tip: To learn more about the submitter tasks an assistant can perform on the behalf of other people, see Submitter tasks for assistants in Perk.