Concur Instructions: Delegates
Table of Contents
Overview
A delegate is a user role within Concur that allows those who have been assigned this role to perform certain actions on behalf of other users within Concur.
A delegate can be assigned to prepare Requests and/or Expense Reports for another user in Concur. A delegate can also perform approvals permanently or on a temporary basis, or preview Requests and/or Expense Reports, for a supervisor or budget authority in Concur. Approving items in Concur requires enrollment and completion of Budget Authority training before they can be enabled for the delegate; please reach out to our office to begin this process.
Delegates can perform some actions on behalf of others, but not all actions: delegates cannot submit Expense Reports. The delegate's actions are reflected in the audit trail, which is visible to the user, the delegate, and the approver.
[Return to top]
Requirements/Eligibility
If you would like a delegate to be able to approve items on your behalf or approve items temporarily on your behalf, please email our office. Our office will work to verify that the delegate has gone through the required Budget Authority training, and if they have not, we will enroll them in the required training.
[Return to top]
Actions Delegates Can Perform
The user who assigns another user as their delegate will determine what actions they want the delegate to be able to perform on their behalf, such as preparing and submitting Requests and preparing Expense Reports.
| Actions That Can Be Performed | Applies to Request or Expense Report? | Delegate | User |
|---|---|---|---|
| Can Prepare | Requests, Expense Reports | Yes | Yes |
| Can Book Travel | Requests | Yes | Yes |
| Can Submit Reports | Expense Reports | No | Yes |
| Can Submit Requests | Requests | Yes | Yes |
| Can View Receipts | Requests, Expense Reports | Yes | Yes |
| Receives Email | Requests, Expense Reports | Yes | Yes |
| Can Approve* | Requests, Expense Reports | Yes* | Yes, if they are a supervisor or budget authority |
| Can Temporarily Approve* | Requests, Expense Reports | Yes* | Not applicable |
| Can Preview for Approver | Requests, Expense Reports | Yes | Not applicable |
| Receives Approval Emails | Requests, Expense Reports | Yes | Yes, if they are a supervisor or budget authority |
*The actions above marked with an asterisk (*) require enrollment and completion of Budget Authority training before they can be enabled for the delegate. Please reach out to our office to begin this process.
[Return to top]
Explanation of the Actions That Delegates Can Perform
The delegate can create Requests and Expense Reports on behalf of the user; they should also have access to the Can View Receipts function.
The delegate can book travel on behalf of user from an approved Pre-Trip Request where “Booked with Concur Online” is selected.
The delegate cannot submit expense reports on behalf of the user; they will need to notify the user once the report is ready for submission.
The delegate can submit Requests on behalf of the user; they should also have access to the Can Prepare and Can View Receipts functions.
Note: If this option is not selected, the delegate will not be able submit the Request and the user will instead receive an email notification that it is ready for submission.
The delegate can view the user’s receipt images.
The delegate receives a copy of each Concur-related email the user receives, except for approval emails.
The delegate can approve Requests and Expense Reports on the user’s behalf, without any date constraints.
*Note: For this action to be enabled, the delegate will need to have enrolled in and completed the Budget Authority training; please reach out to our office to begin this process.
The delegate can approve Requests and Expense Reports on the user’s behalf, but only for the period of times the user has specified in Concur.
*Note: For this action to be enabled, the delegate will need to have enrolled in and completed the Budget Authority training; please reach out to our office to begin this process.
The delegate can preview Requests and Expense Reports on the user’s behalf to ensure the Request and/or Expense Report is ready for their approval.
The delegate will receive a copy of each approval-related email the user receives.
Adding a Delegate in Concur
Accessing the Delegates Screen
Delegates can be added, edited, or deleted through your Profile Settings. In Concur the delegate screen is shared between Requests and Expenses; this means you can access the delegate screen through either Request Delegates or Expense Delegates link in your Profile Settings. For simplification, our tutorials below uses the Expense Delegates link.
From the Concur homepage, click the Profile icon in the top right corner, and from the dropdown menu select Settings.
Under Profile Options click on Expense Delegates.
You are taken to the Expense Delegates screen.
[Return to top]
Adding, Editing, & Deleting Delegates in Concur
On the Expense Delegates screen the default is on the Delegates tab; this is where you will see any users whom you have already assigned as your delegate.
Click the Add button and a search area with a button to add whom you select as a delegate will appear. Within the search area you can search by employee’s name, their email address, their employee ID (OSU ID number), or login ID (ONID).
As you begin to type a list of employees should appear. Select the employee you would like to assign as a delegate for you and click Add. Once the person has been selected, the actions you can delegate to them will appear as checkboxes.
Click Save to save your selections for the delegate.
If you need to edit the permissions of a delegate, on the Expense Delegates page make the desired changes and click Save. Note: Refer to the above information about adding delegates for descriptions of the various options.
If you need to remove a delegate completely, you can delete a delegate. On the Expense Delegates page, select the check box to the left of the desired delegate and then click Delete.
A pop-up window will appear to verify that you want to take this action.
Acting as a Delegate in Concur
How to Determine Your Delegate Access
In Concur, the delegate screen is shared between Requests and Expenses; this means you can access the delegate screen through either Request Delegates or Expense Delegates link in your Profile Settings. For simplification, our tutorial below uses the Expense Delegates link.
From the Concur homepage, click the Profile icon in the top right corner, and from the dropdown menu select Settings.
Under Profile Options click on the Expense Delegates link.
You are taken to the Expense Delegates screen, which defaults to the Delegates tab; this is where you will see anyone whom you have assigned as your delegate. Click the Delegate For tab.
Within the Delegate For tab, you can see everyone who has assigned you as their delegate, as well as what actions they have selected that you can take on their behalf.
If you do not have the access you need as their delegate, you will need to follow up with the user to have them grant you greater access through their profile. The Can Approve or Can Approve Temporary actions require enrollment and completion of the Budget Authority training; please have the user setting you up as their delegate contact our office.
After confirming your delegate status, click the Concur logo in top left corner to go back to your Concur homepage.
[Return to top]
Working as a Delegate in Concur
To begin work as a delegate, click Profile in the top right corner of the Concur screen. Click on the Act as Another User section to expand the menu, then click the radio button next to act as A Delegate for another user who has granted you this permission.
In the search field, enter the name of the user for whom you will act as a delegate. Click to select their name and then click Switch. Notice that the Profile icon has changed and now reads Acting as and shows the name of the user you just selected.
You are now officially working on behalf of that user. Any action taken as a delegate is reflected in the audit trail, which is visible to the user, delegate, and approver.
To choose a different user, follow the same steps outlined above, but type in the other user’s name and click to select them. To return to your own tasks, click on the Acting as profile icon, and select the Myself radio button and click Switch.
[Return to top]
Previewing Items for the Approver
When selected, this action allows the delegate to preview Requests and Expense Reports in the user's approval queue. The delegate will not be able to approve those items and instead will ensure that the Requests and/or Expense Reports are ready for the user to review and approve; the delegate should review to check for inconsistencies, verify receipts, and (if necessary) send back to the employee for corrections.
Once logged in as their delegate, go to the user's approvals queue and open the desired Request or Expense Report; once the item is open, click on the expenses to review the information and documentation. If no changes need to be made, and it is ready for approval, click the Notify Approver button and an email is sent to the approver indicating that the Request or Expense Report has been reviewed.
In the approver’s queue an icon will appear, so the approver knows the item has been reviewed. This icon is visible to all users who may view this queue, both delegates and the approver.
[Return to top]
Reviewed a Request or Report in Error?
If you accidentally reviewed a Request or Expense Report in error, you will need to go back into the Request or Expense Report and click Mark As Not Reviewed. The reviewed icon will be removed from the approval queue so the user knows it is not ready. However, it does not recall the email notification to the approver, nor does it send an updated email to the approver.