We allow delegates to be assigned for employees. The employee MUST assign the delegate for either expense, travel, and/or approvals. The travel office staff will NOT make the assignment for a number of reasons including:
1. Large population, and my team doesn't have the bandwidth to support these types of requests
2. Concur profiles contain PII and other private information. It is incumbent upon the profile owner to grant access to that information to the delegate of their choice.

If a delegate is assigned for approvals, that assigned individual must already be an approver by virtue of the fact that they are in a supervisory role (have direct reports), or they are an assigned cost object approver. We do not allow assignment of upside down approvers, meaning a direct report cannot approve their supervisor's expenses.

We do not import undergraduate students into Concur since it is a transient population. If an undergrad needs to be reimbursed, we use our non-employee reimbursement process.

Our faculty and senior staff really tend to use administrative personnel to assist with tasks such as expense reporting. We try not to increase administrative burden, particularly for faculty.

Hope this helps.

Good afternoon!

Delegates are always a fun topic to discuss!

Student travel does not go through Concur. When we do have student travel is through large groups and this is done through our Group Travel process. (we don't have athletics or foreign students).

We do allow delegation to happen only for submission, not for approvals. Our expense process is through our ERP system (Workday).

Hope this helps!
Jessica

Thank you Jessica!

We are finding that we spend a lot of time getting students logged into Concur and their infrequent use makes it a burdensome task to submit expense reports for payment without assistance. Similarly, with employees receiving no reimbursement, we spent a great deal of administrative time and effort communicating with this traveler group and leadership in order to reconcile expenses. I am hoping to hear if anyone has employed this type of solution or the reasons why that may not work. I really appreciate your response.

We do not allow delegates to submit expense reports for any active user. The reasoning is the submitter must attest that the contents of the report are complete and accurate to the best of their knowledge, whether they owe/are owed money or not. The delegate can do everything to prepare the report, but the traveler is ultimately responsible for the report, so they must be the one to make this attestation.

Student login is not an issue for us. Users are uploaded into Concur on a nightly basis and integrated with SSO.

One thing we have done to address outstanding expenses is create a report of expenses and reports 30+ days old, that is bursted to the employee and their supervisor. The supervisors tend to get the employees to take action since they don't like getting the emails. We also have a 120+ day report, and we will shut off the travel card if the traveler is not making an effort to resolve those outstanding expenses. Hope this is the info you are looking for.

At UVA we allow delegates to submit expense reports on behalf of employees. Employees must assign their own delegates. The routing process is designed so the first approval is then the expense owner so they can attest that the info entered is accurate. We use Workday Expenses. We do not reimburse students in the Expense module. We use our non-employee reimbursement process for students.

Raegan, that's interesting how you have report owners as the first approval for delegate-submitted reports. I'll have to think on that some.

We have a large population of non-employee travelers ("visitors") who do not have access to our T&E system (Concur). Our travel arrangers can request access as delegates for these visitors (added by our Travel team) and gain permission to submit on their behalf. When they do, we use a "Visitor Certification" through which the visitor attests to the accuracy of the expense report. Visitor certification is needed because every expense report must be certified as correct by the individual requesting reimbursement. While employees certify their own expense reports are correct when submitting reports in Concur, non-employees do not have access to Concur and therefore can't submit their own expense reports. Instead, a visitor certification must show the expense report amount the visitor is approving. The Travel Coordinator then attaches the Visitor Certification to the expense report within Concur.

The visitor certification is not actually a form. Our delegates use the Print/Share feature in Concur to show the report details and line items and get an email or signature from the visitor indicating approval.

For employees, delegates can be assigned (only by the employee themselves) but do not have the ability to submit expense reports, as the employee must complete the certification that pops up upon submission in Concur. This means delegates for employees don't ever get the Can Submit Reports permission in Concur. End users don't have access to that delegation permission - only system administrators (which in this respect includes the Travel team) can assign that permission (this is how delegation assignments for visitors can include the Can Submit Reports permission). We have a report that gets sent each day (only) if there are any users who mistakenly have this permission for other employees.

We previously allowed the Can Submit Reports and then used an audit rule to prevent submission of a report on behalf of an employee, but this was confusing because a report that was ready to be submitted would have a red exception on it, making it look like it was not ready. Our new process where delegates of employees don't have the Can Submit Reports permission means they get a "Ready for Review" button that notifies the delegator that their expense report can be reviewed and submitted. It's much cleaner and more user-friendly.

If we miss an employee delegate with the Can Submit Reports permission and they attempt to submit a report on an employee's behalf, we have a workflow step that automatically returns the report with a comment in the audit trail reading "Report returned to user. Employees must submit their own expense reports.”