User Management

The section below will go through other functionality that is available to Travel & Expense (TEM) users who have already been created.

• Delegations
• Change Approver for an Employee
• Disable TEM Access for User
• Essental Fields for Travel & Expense
• Send Welcome Email
• Vehicle Assignment
• Mileage Statistic
• Employee Summary

Delegations

The Delegations page allows you to set up another employee to prepare, or prepare and submit, expenses on behalf of someone else. This is useful when an employee needs assistance entering expenses or is temporarily unavailable.

1. From the Travel & Expense Setup – Overview page, select Employees.
2. Select ExFlow Travel & Expense menu.
3. Select an employee from the list whom you wish to set up a delgate for or edit the Employee Card.
4. Under the ExFlow Travel & Expense menu, select Delegations from the action bar.
5. Select +New to add a new delegation.
6. Username: Select the user login to be granted delegation access for the selected employee.
7. Expense Handling: Specify what actions the delegated user is allowed to perform:
   • None: The user cannot prepare or submit expenses on behalf of this employee.
   • Prepare Only: The user can enter expenses on behalf of the employee, but the employee must submit the expense report.
   • Prepare and Submit: The user can both prepare and submit expenses on behalf of the employee.
8. Delegate Approver: Select this checkbox if the delegated user should also be able to approve expenses on behalf of the employee.

Change Approver for an Employee

1. From the Travel & Expense Setup – Overview page, select Employees.
2. Select ExFlow Travel & Expense menu.
3. Select an employee from the list whom you wish to change their approver or edit the Employee Card.
4. Under the ExFlow Travel & Expense menu, select Change Approver from the action bar.
5. The page will display the current approver.
6. In the Approver field, select the new approver from the list.

Disable Access for User

• Revoke Multiple or Remove from TEM

You can disables Travel & Expense (TEM) access for one or multiple users. The users will no longer be able to log in or use TEM, but their TEM records and historical transactions will be retained.

There are three ways to disable TEM access from a user:

1. To disable TEM Access for multiple users:

   • From the Travel & Expense Setup – Overview page, select Employees.
   • Select the ExFlow Travel & Expense menu.
   • Select Revoke Multple from the action bar under the ExFlow Travel & Expense menu.
   • Select the Selected check box for the users you wish to remove from TEM.
   • Select Revoke TEM for Selected.
   • Select OK to the message.

2. To disable TEM Access for one user from the Employee list view:

   • From the Travel & Expense Setup – Overview page, select Employees.
   • Select the ExFlow Travel & Expense menu.
   • From the Employee list, select the user record you wish to remove access from so that it is highlighted.
   • Select Remove from TEM from the action bar under the ExFlow Travel & Expense menu.
   • Select OK to the message.

3. Disable TEM Access for one user from the employee card:

   • From the Travel & Expense Setup – Overview page, select Employees.
   • From the Employee list, select Edit on an employee to open their Employee Card.
   • Select the ExFlow Travel & Expense menu.
   • Select Remove from TEM
   • Select OK to the message.

Essential Fields for Travel & Expense

The Essential Fields for Travel & Expense page displays all employees along with the important setup fields for each user. This page provides a quick way to review and ensure that essential Travel & Expense configuration fields are properly defined for every employee.

1. From the Travel & Expense Setup – Overview page, select Employees.
2. Select ExFlow Travel & Expense menu.
3. Select Essential Fields from the action bar.
4. If the page opens in a different view, switch to List view.
5. Any required fields that are missing will be indicated with a red asterisk.
6. Update any essential fields as needed to complete the employee setu

Send Welcome Email

This functionality will send a welcome email to the selected employees, inviting them to use Travel & Expense.

1. From the Travel & Expense Setup – Overview page, select Employees.
2. Select ExFlow Travel & Expense menu.
3. Select one or more employees from the list whom you wish to send a welcome email to.
4. Select Send Welcome Email from the action bar.
5. Emails will be sent to the selected employees.

Vehicle Assignment

This functionality allows you to assign Methods of Transportation that have previously been setup and assign to the user to use when entering a mileage expense. You can assign multiple Methods of Transportation to a user.

1. From the Travel & Expense Setup – Overview page, select Employees.
2. Select ExFlow Travel & Expense menu.
3. Select an employees from the list and edit the employee.
4. Select ExFlow Travel & Expense menu.
5. Select Vehicles from the action bar.
6. Select +New to add a new vehicle.
   • Means of Transport: Select a Means of Transport from the list.
   • Description: Enter a description.
   • Reimburse Mileage: Select the checkbox if this vehicle is used and mileage should be reimbursed. If unchecked, the user can enter in the mileage expense, however it will not be reimbursed to the employee.
   • Default: Select the checkbox if this vehicle should default when entering mileage expenses.

Mileage Statistics

The Mileage Statistics page provides an overview of mileage activity by year. It displays the starting balance (editable), as well as posted and unposted mileage totals, allowing you to track mileage usage and reimbursement status over time.

This page helps ensure visibility into mileage balances, supports reconciliation, and makes it easy to review historical and current-year mileage activity.

Employee Summary

The TEM Employee Summary page provides an overview of Travel & Expense (TEM) information for an individual employee. It displays key TEM-related data for the user, such as expense activity, mileage information, credit card usage, and approval status.

This summary gives administrators and managers a quick, consolidated view of an employee’s TEM setup and activity, helping with review, troubleshooting, and ongoing management.