Expense Delegate Process Flow - Termed Employee

[SamDixon]

Hey Concur Community -- we recently moved the responsibility to submit any outstanding corporate card charges to a manager if they have an employee leave the company. The manager request Expense Delegate access to the termed employee's profile then gathers the documentation and submits on their behalf. 

We're finding is that it gets "stuck" in the manager's approval queue once they've submitted the termed employee's report. The manager is unable to push it to the next in-line approver. IT has to then go in and "approve" the report to push it to the next in-line approver. Is there a way to allow the manager to approve/push these to the next in-line approver without the assistance of IT? Is this a system setting? An updated workflow? 

Any insights would be appreciated. 

[rohanpatil]

Hi @SamDixon ,

This is system setting. User cannot create a claim they created. This cannot be changed. I would go for alternative options.

1. Get someone else to do the claim with support from manager
2. Setup additional approvers who can approve such claims

[SamDixon]

@rohanpatil The manager isn't the last approver. It goes through 2 approvals, but the system won't let it move to the next in-line approver. 

How would the second option look if there is already a secondary approver?

[rohanpatil]

Hi @SamDixon ,

This would be possible if you allow users to select approvers during submission OR have cost object approvers where more than one employee is responsible.

[KevinD]

@SamDixon for this situation, consider having the Expense Processor do all the approvals as they are usually able to approve a report at any step of the workflow. This will allow you to avoid the whole getting "stuck" scenario and speeds up the process of getting these transactions reconciled.

[MelanieT]

@SamDixon  as Rohan mentioned, if an Approver is the one who creates the report (as a delegate or proxy) and submits, it will not allow the person submitting the report approve their own reports.  That is why it will not move to the next step. 

The system is designed to ensure that invoices and expense reports are approved by someone who will not be paid as a result of the approval process. This is a security feature that helps to avoid potential fraud or corruption. Given the above:

• It is not possible to be set as one's own Invoice or Expense Approver and as such, the invoice or expense report would have to be routed to a different user for approval
• Administrators/Processors who create, modify or submit an invoice or report while acting as another user cannot approve or process the invoice or report
• This rule also applies when an Expense Delegate creates, modifies, or submits an invoice or report and attempts to approve it, even as a delegated approver
• A user with the Expense Processor role will not see their own expense report in the Process Reports queue.  They will see their own in the Invoice Processor queue but will not see the Approve button

Recommended solutions (either one or the other):

• Send the invoice or report back to the employee and have the employee (report owner) re-submit
• Have another authorized person (delegate) modify or approve the invoice or report
• Have another Invoice/Expense Approver or Invoice/Expense Processor who was not involved in the creation, modification, or submission of the invoice or expense report approve/process 

Invoice Specific: 

• Invoice has a specific setting that allows self approval. 
• Normally tied to AA or COA approval steps, and is evaluated upon invoice submission. 
• Setting for processors to process their own invoices also need to have that setting enabled. 
• Manager approval steps/managers assigned in the Approvers section of the user profile are exempt from this unless there is also a step rule in the workflow to step if limit/level approved. Otherwise Workflow will flow as usual. 

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