Expenses User Roles

Claimant

This is the user role for expense claimants, allowing them to create expense claim items and compile and submit expense reports on both the mobile application and the web module. Claimants can also manage their list of registered vehicles for mileage claims. Users with this role have access to the full mobile app, as well as the Claimant menu block on the web:

  • Create New Expense Claim Item

  • View My Expense Claim Items

  • Create New Expense Report

  • View My Expense Reports

  • My Vehicles

  • Mileage Inquiry

 

Approver

This is the role for expense approvers, allowing them to review and approve or reject expense reports submitted by claimants. Once a report has been approved by an approver, it moves to financial approval. Users with this role have access to the Review Expense Reports screen in the Approver menu block.

If they also have the Task Management - Mobile role, they will be able to review expense reports on the Task Management mobile application.

 

Project Approver

This is the role for project managers, allowing them to review and approve expense claim items costed to a contract for which they are the assigned project manager. Project managers must approve the claim items costed to the contracts for which they are responsible before regular approvers can approve the related expense reports. Users with this role have access to the My Projects screen in the Approver menu block.

 

Finance Approver

This is the role for finance approvers, allowing them to review and approve or reject expense reports after they have been approved by an approver. Once a report has been approved by a finance approver, it moves to ERP+ for processing. Finance approvers can also view lists of active expense items and active and historical expense reports. Users with this role have access to the Finance menu block:

  • Finance Review

  • Expense Reports

  • Expense Claim Items

  • Historical Expense Reports

 

Administrator

This role allows users to import credit card transactions and manage registered vehicles, approver delegation and the global and company cost code filters. They can also view historical lists of expense reports and mileage claims. Users with this role have access to the Administration menu block:

  • Expense Reports

  • Credit Card Imports

  • Acting On Behalf Of

  • Delegation

  • Expense Report by ERP+ Batch

  • Vehicles

  • Mileage Inquiry

  • Filtering

 

Setup

This role is for the users responsible for setting up the Expenses module for general use. Setup users can create expense types and policies, configure the expense parameters, define payment methods, create and assign approvers to expense workflows and create vehicle classifications, among several other things. Users with this role have access to the Setup menu block:

  • Expense Types

  • Expense Policies

  • Expense Periods

  • Expenses Users

  • Expense Parameters

  • Payment Methods

  • Account Security

  • Expense Type Categories

  • Expense Workflow Groups

  • Vehicle Classification

  • Departments

 

Configurator

This role allows access to the import tools, with which users can quickly upload large numbers of expense types, expense policies, workflow groups and expense users. Configurators can also create mileage adjustments for claimants and have access to an exhaustive list of cost codes, WBS codes and cost heads available for each contract. Users with this role have access to the Tools menu block:

  • Expense Types

  • Expense Policies

  • Workflow Groups

  • Cost Code Filtering

  • Expense User Import

  • Mileage Inquiry