Assign Expense Administration Rights to an Employee

Use the Time & Expense tab in the Employees hub to assign an employee's access rights to expense reports.

To assign expense administration rights to an employee:

1. In the Navigation pane, go to the Hubs section and select Employees.
2. On the Employees form, select an employee.
3. Click the Time & Expense tab and use the Expense Group field to select an expense group for the employee. You create expense groups in Settings > Expense > Groups.
   If you have multiple companies in DPS, the following apply:

   • The data that you enter on this tab applies to the company that the current record is associated with.
   • The tabs and fields that display are based on the company that the current record is associated with.
   • The values that are available in the individual fields and lookups are based on the company that the record is associated with. For example, the expense groups that are available in the Expense Group field on the Time & Expense tab of the Employees form are those groups for the company to which this employee record belongs.
4. Use the Expense Administration Level field to assign employee access rights to expense reports. Options in this field are:

   Option	Description
   Staff	The employee can access only their own expense reports.
   Group	The employee can access expense reports for all employees in a particular expense group. When you select this option, the group grid displays below the Expense Administration Level field. Use the grid to select the groups that the employee can access.
   Company	The employee can access expense reports for employees in all expense groups in a particular company (if you have multiple companies in DPS).
   System	The employee can access expense reports for all groups and employees. You must designate at least one employee in your firm to have system-level access.

5. If you set the Expense Administration Level field to System or Company, select the Edit check box to allow an employee with system-level or company-level access to edit all expense reports for all expense groups in a particular company or systemwide. If an approval workflow is enabled for expense reports, edit rights transfer to the workflow after the expense report is submitted.
6. If you set the Expense Administration Level field to Group, complete the fields in the Expense Group grid. Use this grid to assign an employee to more than one expense group, with appropriate editing or approval privileges. Grid fields are:

   Grid Fields	Description
   Company	This option displays when you use multiple companies. Select the company whose expense reports this employee can access.
   Group	Select the expense groups whose expense reports this employee can access. If you have multiple companies in DPS, only the groups for the company that this employee record belongs to display in the drop-down list.
   Editing	Select this check box to allow the employee to open and edit expense reports for all employees in the specified group.

   Changes are saved automatically.