Assign Expense Administration Rights to an Employee (Desktop)

Use the Expense tab of the Employees form to assign an employee's access rights to expense reports.

To assign expense administration rights to an employee in the desktop application:

1. On the Navigation menu, click Hubs > Employees.
2. On the Employees form, select an employee.
3. Click the Expense tab and use the Group field to select a timesheet group for the employee. You create expense groups on the Expense Groups tab of the Expense Settings form.
   If you use multiple companies, the following applies:

   • The data that you enter on this tab applies to the company that the current record is associated with.
   • The tabs and fields that display are based on the company that the current record is associated with.
   • The values that are available in the individual fields and lookups are based on the company that the record is associated with. For example, the expense groups that are available in the Group field on the Expense tab of the Employees form are those groups for the company to which this employee record belongs.
4. Use the Administration fields to assign employee access rights to expense reports.

   Option	Description
   Staff	The employee can only access their own expense reports, only.
   Group	The employee can access expense reports for all employees in a particular expense group. When you select this option, the grid in this section is enabled. Use the grid to select the groups that the employee can access.
   Company	The employee can access expense reports for employees in all expense groups in a particular company (if you use multiple companies).
   System	The employee can access expense reports for all groups and employees. You must designate at least one employee in your firm to have system level access.

5. If you set the Level field to System or Company, select the Edit option to allow an employee with system-level access to edit all expense reports for all expense groups in a particular company. If the Expense Approval Workflow is enabled, edit rights transfer to the workflow after the expense report is submitted.
6. If you set the Level field to Group, complete the fields in the Administration grid. Use this grid to assign an employee to more than one group, with appropriate editing or approval privileges.

   Option	Description
   Company	This option displays when you use multiple companies. Select the company whose expense reports this employee can access.
   Group	Select the expense groups whose expense reports this employee can access. If you use multiple companies, only groups for the company that this employee record belongs to display in the drop-down list.
   Editing	Select this option to allow the employee to open and edit expense reports for all employees in the specified group.

7. Click Save.