1. 0 Profile Approver Delegation (ActFor)

2. 1 The delegate approver function is accessible via the approver’s profile. Definition: The approval delegation function ActFor allows an approver to delegate another individual to approve Expense/Pre Trip Reports on his/her behalf for a specified period of time. The delegated approver must be a registered user of the SoundTRAX system.

3. 2 Approver Delegation (ActFor) On the Profile Information screen, click the Preferences button.

4. 3 Profile>Preferences On the Preferences screen, click the ActFor tab.

5. 4 Preferences>ActFor Type the last name of the delegated approver. In the above example, the last name of the delegated approver is “abella.” Click the Look Up button. The Select Persons box will appear. Highlight the name of the delegated approver and click OK.

6. 5 Preferences>ActFor Add a Start Date and an End Date. These dates indicate how long the delegated approver will act in this role. The selected name will populate on the Preferences screen.

7. 6 Preferences>ActFor Click the Add button to add the delegated approver to the list. Click Done. Once the Start and End Dates are selected, the Add button will become active.

8. 7 Remove Approver Delegation The name will disappear. Click Done. To remove a delegated approver, highlight her name on the list and click the Remove button.

9. 8 Q&A Q1: Will the delegated approver receive an e-mail when an Expense/Pre Trip Report has been submitted to him/her? A1: Yes, the delegated approver will receive an email notification advising that an Expense/Pre Trip Report has been submitted to him/her for review/audit. The original approver will receive an e-mail notification advising that an Expense/Pre Trip Report has been redirected to the delegated approver. Q2: Will the original approver receive a copy of the Expense/Pre Trip Report? A2: Yes, the Expense/Pre Trip Report will be routed to the delegated approver, and a Copy will be routed to the original approver so that he/she is always kept in the loop. Q3: Why would an approver want to use the ActFor function? A3: This feature can be handy for vacation coverage. When an approver has a planned vacation, he/she can delegate another approver to act on his/her behalf during the vacation period. Approvers with executive assistants may delegate them to act as approvers on their behalf. When this option is used, the approver accepts full responsibility for Expense/Pre Trip reports approved on his/her behalf by the executive assistant.

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