Assign Expense Administration Rights to an Employee

You use the Expense tab of the Employee Info Center to assign an employee's access rights to the Expense application.

To assign expense administration rights to an employee, complete the following steps:

1. From the Vision Navigation menu, click Info Center > Employees.
2. Click the Expense tab.
3. Select a Group for the employee. You create expense groups on the Employee Groups tab of the Company Expense Configuration form in Configuration > Time & Expense > Company Expense Report.

   If you use Vision Multicompany, 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. For example, if the employee is associated with four different companies but only one company has access to Vision Payroll, the Payroll tab of the Employee Info Center will only display when you are viewing that company's record.
   • The values that are available in the individual fields/lookups are based on the company that the record is associated with. For example, the Expense Groups that are available in the Group drop-down are only those Expense Groups for the company to which this employee record belongs.
4. Use the Administration fields to assign employee access rights to expense reports.
5. Select the administrative level for the employee to determine the employee's access to the Expense application.
   • Staff — Staff level gives the employee access to his or her expense reports only.
   • Group — Group level gives the employee access to expense reports for all employees within a particular group.
   • Company — Company level gives the employee access to expense reports for all groups and employees within a particular company. This option applies if your firm uses the Multicompany feature.
   • System — System level gives the employee access to expense reports for all groups and employees. You must designate at least one employee in your firm to have System level access.
6. When you select System or Company in the Level field:
   • Vision enables the Editing option. Select this option to allow an employee with system-level access to edit all expense reports or all expense report groups within a particular company.
   • Vision enables the Approval option. Select this option to allow an employee with system-level access to approve all expense reports or all expense report groups within a particular company.
7. Complete the fields in the Administration Grid. Vision enables the fields in this grid when you select Group in the Level field. Use this grid to assign an employee to more than one group, with appropriate editing or approval privileges.
   • Company — This option displays when you use Vision Multicompany. Use this drop-down list to select the company whose expense reports this employee can access.
   • Group — Use the drop-down list to select the Expense groups whose expense reports this employee can access. If you use the Multicompany feature, only groups for the company that this employee record belongs to display in the drop-down list in this field.
   • Editing — Select this option to allow the employee to open and edit expense reports for all employees in the specified group.
   • Approval — Select this option to allow the employee to open and approve expense reports for all employees in the specified group.