Expense and invoice delegates can perform two different functions in Perk:
- Submit on your behalf
- Approve on your behalf
You can assign separate people to perform these tasks on your behalf depending on your requirements. For example, a CEO may want to assign an executive assistant to submit expenses on their behalf, but want only the CFO to approve expenses on their behalf while they’re out of office.
Submits on your behalf
As a delegate, you can create, submit and recall expense reports, trips and invoices on behalf of other people, as well as check transaction matching and manually match transactions to expenses, if required.
The delegate function works at submitter level, and therefore allows other people to share their submitter responsibilities with you.
As a result, you can create new expenses for them, view any expenses they have uploaded but not submitted (draft status), and view submitted expenses (in approval, in review, and ready for export statuses).
You have been assigned the delegate function if you see Delegated expenses in Spend > Expenses.
You can:
As a delegate, you may receive notifications about pending tasks for other people if enabled for your company and if they have chosen to notify you about their tasks.
Approves on your behalf
A delegate is a person to whom a line manager or cost object owner has temporarily delegated their approval rights. As a delegate, you can approve, send back or reject expenses and invoices that have been submitted after you were made delegate.
Unlike when you assign a delegate to submit on your behalf, where both submitters and the person they assign can work on expenses at the same time, when you assign a delegate to approve expenses on your behalf you fully transfer your approval permissions and its duties for a set period of time.
Note: In the case of invoices, while a delegate may be temporarily responsible for approval, approvers can still view pending invoices to be approved and any invoices that were approved on their behalf.
With a cost object approval strategy, a delegate can be defined for each cost object.
You have been assigned an approval delegate function if you see Spend > Approvals and see the My tasks > Approval tab in the web app or the Approvals tab in the mobile app.
If you already act as an approver, you will start to receive expenses for approval from other team members or other cost objects, depending on your company’s approval strategy.
You can:
As a delegate, you receive notifications about pending approvals instead of the primary line manager or cost object owner. In addition, if you act as an approver for other people or cost objects, you receive notifications about your own pending approvals.