Proxy claimants are claimants who create trips on behalf of other claimants. To set up an expense proxy claimant in portal, follow the steps below.
From the dashboard menu, select People Management.
Click Data Center, then click Reference Data.
In the search field, search for Organisational Role Types.
Click Add and insert a new record with the following:
Role Type: EXPTR
Description
Approval Group: HR
Active ticked
ESS approver ticked
Questionnaire access: None
No Delegation ticked
Click Save.
Return to the Data Centre, click People Management.
From the dropdown menu, select View All.
Under Employee Administration, select Maintain Organizational roles per Person.
In the Personnel No field, select the relevant employee number.
To create a new role, click Add, then fill in the following details:
From the Role drop-down menu, select the newly created Proxy role
Org Group: WRKGRP . Depending on clients approval process this could be department or cost centre etc
Date from: Date applicable from
Org Group item: i.e. Work group. cost centre department etc
To save this, click Save.
Return to the dashboard menu Administrator Dashboard then click Site manager.
Click Admin Settings.
In the Search field, search for exptr_org.
Two parameters will appear with a name exptr_org_role and exptr_org_group.
exptr_org_group: The field is set to either WRKGRP or COST or the organisational group that you've set for your approval process
exptr_org_role : The field is set to the new role EXPTR
Create new profile
To assign menu access to the newly created proxy claimant, follow the steps below.
From the dashboard menu, select Security.
Click Menu Profile, then click Create New Profile.
In the Code field, enter a code for the new profile.
In the Description field, enter a new menu profile Core_Proxy_Portal.
Click OK.
Return to Menu Profile, then in the search field, search for Core_Proxy_Portal
Click the three-dot
icon, then select Manage Menu Options.
Search for the following menu options, then enable the active toggle:
CorePortal - Administrator Dashboard
CorePortal - Administrator Expense update
CorePortal - Employee Expense Update
CorePortal - Employee expense view
Widget - Expense - Administrator Update
Assign menu profile
To assign the proxy claimant menu profile to an employee, follow the steps below.
From the dashboard menu, select Security.
Click User Management.
In the Search field, search for the employee.
Click the three-dot
Select Menu Profiles.
In the Search field, search for the new menu profile Core_Proxy_Portal.
Set menu profile to active.
📌 Note: If you've not migrated to portal, to set up a proxy claimant follow the back office steps.