Expense Delegation to a Group of Users

[tstagliano]

WE will have a pool of about 7 support personnel that will be responsible to submit expenses for about 50 – 70 users (number will change when new users are added or new support people are added)  We know that for expense delegates to be added, it can either be done by the end user who needs support or from the admin console.  WE are trying to avoid both of those options and were curious if Concur has a solution to allow a pool of users to be setup as expense delegates.  Obviously with security and our SSO setup, we will not want to share any login credentials so any 1 of the 7 support people would still just log into Concur under their own accounts and then proxy into the respective user who needs to support.  So basically we are looking to get some guidance and advice from Concur on what options are available to have a group of people be setup as Expense delegates.

[KevinD]

@tstagliano The delegate permission cannot be mass assigned, it is done on a one by one basis. However, if the 7 people you mentioned are going to be providing support for the 50-70 people and not necessarily creating and submitting reports for all of these people, you can use the Expense Proxy Logon permission which can be assigned at the Group level. Let's say you have an Employee Group named Travelers. You can assign Employee A the Proxy permission and then choose the Traveler group. So, Employee A could proxy into any employee's profile who has been assigned to the Travel Group. The permission can be assigned to Employee A for multiple groups in case the 50-70 employees don't all belong to the same group. 

Three things to consider though using the Proxy Logon permission:

1. The user assigned the Proxy Logon permission will be able to access all employees in each group the permission has been assigned to even if they don't fall into the pool of 50-70. 

2. The Proxy permission gives the user access to the other users' profiles whereas the Delegate option limits the delegate on what they can see. 

3. We here at SAP Concur tell our customers that the Proxy permission should be used to provide support only and should not be used to create and or submit reports for employees.

I hope this helps. 

[tstagliano]

Kevin,

   Thank you.  The issue with that approach is that our Expense employee groups are setup at the Employee Country level so with your suggestion, would you recommend that we would then create a Company Group (Company Admin) or another Expense Employee group and manually assign these 50-70 users to that group and then give the 7 support people the Expense Proxy Logon access to that Expense Employee Group

[KevinD]

@tstagliano I was hesitant to suggest that because of having to reassign users to a different group, but that would be the best approach if they were all in the same group.