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Add Delegate and Travel Assistant

Using Delegates

The Concur system allows you to create delegates who can act on your behalf. A delegate is a user who is granted permission to act on behalf of another user to perform tasks such as creating or approving requests and expense reports. You can create the following types of delegates:

Approval Delegate - An Approval Delegate can assist in reviewing or approving Requests and Expense Reports on your behalf. Approval Delegates can use the Preview feature to send an email notification to the user when a request or report is ready for their approval.

Personal Delegate - A personal delegate can assist in preparing Requests and Expense Reports on your behalf. Additional permissions may include the ability to view receipt images and/or receive copies of emails. However, Personal Delegates cannot submit reports on your behalf. Personal Delegates can use the Notify feature to send an email notification to the user when a request or report is ready to be submitted.

Delegates may be managed and assigned through the Request Delegates link on the Profile Options page or by following the steps below to access the Expense Delegates link. Regardless of the navigation path chosen, Delegates will have the same access in Request and Expense.

Creating a Delegate

Follow the steps below to create a delegate:

  1. Click the Profile link.
  2. Click the Profile Settings link.

Result: You will be directed to the Profile Options page.

  1. Click the Expense Delegates link.

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  1. Click the Add button.
  2. Begin entering the name of the employee you want to assign as a delegate.
  3. Click on the employee you wish to add as a delegate.
  4. Select the task(s) you want to delegate or perform on your behalf and what notifications they should receive.

Personal Delegate Options:

  • Can Prepare -This allows the delegate to prepare requests or expenses on your behalf.
  • Can View Receipts -This allows the delegate to view receipts that are uploaded to your account in the Concur system.
  • Receives Emails -This allows the delegate to receive the same email notifications that you receive based on your email notification settings.

Approval Delegate Options:

  • Can Approve -This allows the delegate to review and approve requests or expenses on your behalf.
  • Can Approve Temporary -This allow the delegate to review and approve requests or expenses on your behalf only during the designated time frame.
  • Can Preview for Approver -This allows the delegate to review a request or report and then notify the Approver once it is ready for their approval.
  • Receives Approval Emails -This allows the delegate to receive the same email notifications that a user who is an approver receives.
  • Click the Save button.

Deleting a Delegate

Follow these steps to delete a delegate:

  1. Follow steps 1 to 3, from Creating a Delegate .
  2. Check the box beside the individual you want to remove as a delegate.
  3. Click the Delete button.

Result: A pop-up message will appear verifying that you want to delete the selected delegate.

Creating a Travel Assistant

A Traveler can assign a Travel Assistant (Arranger) to manage their travel activities including, booking, canceling, and changing trip information. A Traveler can choose an arranger in the Profile section. Follow these steps to create a Travel Assistant:

  1. Click the Profile link.
  2. Click the Profile Settings link.

Result: You will be directed to the Profile Options page.

  1. In the Travel Settings section, click the Assistants/Arrangers link.
  2. Click the Add an Assistant link.
  3. In the Assistant field, enter the name of the individual(s) you would like to be your Travel Assistant.
  4. Mark the checkbox for Can book travel for me.
  5. Mark the checkbox Is my primary assistant for travel , if applicable.

Result: The Add an Assistant pop-up window will appear.

  1. Click the Save button.

Result: The selected individual will be listed as a Travel Assistant/Arranger.

  1. Click the Save button.

Deleting a Travel Assistant

Travel Assistants (Arrangers) can be removed at any time by the Traveler or by the Travel Assistant (Arranger) themselves.

If you are the Traveler

Follow these steps to delete a Travel Assistant or Arranger from your profile:

  1. Click the Profile link.
  2. Click the Profile Settings link.

Result: You will be directed to the Profile Options page.