Delegating Travel and Expense Responsibilities

Summary

This article will show you how to authorize a delegate to create and edit travel documents on your behalf in the UGA Financial Management System.

Body

Overview

You have the option to set another employee as a delegate. A delegate is someone you authorize to create documents on your behalf. You can have as many delegates as you prefer. Delegates have the ability to create, edit, and submit Travel Authorizations and the ability to create and edit Expense Reports.

Note: Delegates will not be able to submit Expense Reports on your behalf. Expense Reports must be submitted by the person that incurred the expenses to certify that they are correct.

This article will show you how to authorize a delegate to create and edit travel documents on your behalf in the UGA Financial Management System.

1. Step 1

First log onto https://financials.onesource.uga.edu/

From the Employee Self Service homepage in the UGA Financial system, click the TE Profile & Delegation tile.

2. Step 2

The Authorize Users page is displayed. You are set up as the first two lines, indicating you have the ability to Edit & Submit both Expense Reports and Travel Authorizations.

To authorize additional users you will need to add new rows to the Authorize Users table.

Note: Do not replace your information in the table with your delegate's information. This will remove your ability to Edit & Submit your own TAs and/or Expense Reports.

3. Step 3

The Plus button next to the travel authorization line is highlighted.

To add a delegate, click the [+] button at the end of the last row.

4. Step 4

A new line is displayed with the blank Authorized User ID field highlighted.

A new line is displayed. To search for a user to whom you assign the authority, enter the delegate's MyID into the Authorized User ID field.

Example shown here: enter "ONEUSGCONNECT".

5. Step 5

The Authorized User ID field is filled in and highlighted again.

A name list will appear at which time you can click on the appropriate name.

Example shown here: click ONEUSGCONNECT.

6. Step 6

The Expenses Document Type dropdown menu is highlighted.

Click the Expenses Document Type dropdown list.

7. Step 7

The menu is still highlighted, but is now filled in with the "Expense Report" option.

Click the appropriate Document Type for which you want to delegate authority to the user.

Example shown here: click Expense Report to give the user the ability to access your Expense Reports.

8. Step 8

The Authorization Level dropdown menu is highlighted.

Click the Authorization Level dropdown list.

9. Step 9

The menu is still highlighted but is now filled in with the "Edit" option.

Click the appropriate Authorization Level. For Expense Reports, this is the ability to either Edit or just View your Expense Reports on your behalf.

Note: Delegates will not be able to submit Expense Reports on your behalf. Expense Reports must be submitted by the person that incurred the expenses to certify they are correct.

In the Authorization Level field, click Edit.