Assign Expense Administration Rights to an Employee

Use the Expense tab of the Employee Info Center form 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 of the Employee Info Center form.
3. In the Group field, select an expense 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.
   • 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 drop-down list 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.
5. Select the administrative level for the employee to determine the employee's access to the Expense application.

   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 may access.
   Company	The employee can access expense reports for employees in all expense groups in a particular company (if your firm uses 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.

6. If you selected System or Company in the Level field, select the Editing 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, once the Expense Report is submitted, edit rights transfer to the workflow.
7. If you selected Group in the Level field, 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 the Multicompany feature. 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 Multicompany, 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.

8. Click Save.