Proxy claimants are claimants who create trips on behalf of other claimants.
To set up expense proxy claimants in back office, follow the steps below.
Click CorePersonnel, then click Reference.
Click Reference K - P, then click Organisational Role types.
To insert a new record, click the add
icon, then fill in the following information:
Role Type: EXPTR
Description
Approval Group: Enable HR
Active ticked
ESS approver ticked
Questionaire access: None
No Delegate ticked
Click the save
icon, then click the exit
icon.
Click CorePersonnel, then click Reference.
Click Maintain Organisational Roles.
In the Personnel No field to select an employee, click the list
icon.
From the Structure drop-down menu, select the relevant structure code.
From the Role drop-down menu, select new proxy role.
Complete the following fields:
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 the save
To set the new proxy role for the claimant, you need to access Portal. To do this, follow the steps below in Portal.
From the dashboard menu, select Administrator Dashboard.
Click Site Manager, then click Admin Settings.
In the Search field, search for exptr_org.
Two parameters will appear with the names 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 menu profile
To create a menu profile for the new proxy role, follow the steps below in Portal.
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
then select Manage Menu Options.
Search for the following menu options and set to active:
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 in Portal.
From the dashboard menu, select Security.
Click User Management.
In the Search field, search for the employee.
Click
Select Menu Profiles.
In the Search field, search for the new menu profile Core_Proxy_Portal.
Set menu profile to active.