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AggieTravel: Add, Edit or Delete Delegates

The instructions below can assist in managing delegates in AggieTravel.

Please note that the Account Delegate data in the Kuali Financial System (KFS) is not used by AggieTravel.

Add a Delegate

To add a delegate:

  1. To access this option, click Profile → Profile Settings → Expense Delegates  
  2. On the Expense Delegates page, click Add. The search area appears.
  3. Type at least the first three letters of the employee's last name
  4. When the desired employee appears, click the name.
  5. Select the desired delegate options.
     

Option

Description of Access
Can Prepare If selected, the delegate can create expense reports and requests on your behalf.
Can View Receipts If selected, the delegate can view receipt images on your behalf.
Can Use User Reporting If selected, the delegate can use the AggieTravel Business Intelligence tool on your behalf.
Receives Emails If selected, the delegate receives a copy of each Expense-related email that you receive, except for approval emails.
Can Approve If selected, the delegate can approve expense reports, cash advances, and requests on your behalf, without date constraints.
Can Approve Temporary If selected, the delegate can approve expense reports, cash advances, and requests on your behalf, but only for the specified period. If you select this option, you must select a beginning and an ending date.
Delegate can preview for approver If selected, the delegate can preview expense reports and requests on your behalf.
Receives Approval Emails If selected, the delegate receives a copy of each Expense-approval-related email that you receive. NOTE: The delegate cannot approve or reject the expense report via email.

NOTE: The Can Approve, Can Approve Temporary, and the Receives Approval Emails options appear only if you are an Expense approver, and/or the delegate is an Expense approver.

5. Click Save.

Edit or Delete Delegate Assignments

To edit delegate information:

  1. To access this option, click Profile → Profile Settings → Expense Delegates  
  2. On the Expense Delegates page, make the desired changes
  3. Click Save

To delete delegate assignments:

  1. To access this option, click Profile → Profile Settings → Expense Delegates  
  2. On the Expense Delegates page, click Delegate For (tab).
  3. If deleting less than 50 users, select each name individually or click the select all check box and click Delete.
  4. If deleting more than 50 users, click Delete All repeatedly as needed.

Delete a Delegate

  1. To access this option, click Profile → Profile Settings → Expense Delegates  
  2. On the Expense Delegates page, select the check box to the left of the desired delegate.
  3. Click Delete.