Summary
Credit Card charges in IC Finance Cloud will be routed by default to the cardholder. If a cardholder wants to have their card transactions managed by another employee (e.g. a traveler having their transactions updated by a department coordinator), they will need to assign that employee as a delegate. Delegates can also create Spend Authorizations, Cash Advance Requests, and Expense Reports on behalf of employees delegating to them.
Follow the instructions in this article to assign a delegate in the Expenses module.
Audience
This article is intended for all faculty and staff.
Platform
IC Finance Cloud
Contents
- Add a New Delegate
- Manage Existing Delegates (Reactivate or Inactivate)
Add a New Delegate
Delegates in the Expenses module, once assigned by an employee, can manage transactions on behalf of that employee.
To add a new delegate:
1. On the IC Finance Cloud home screen, click the Me tab, then click the Expenses app.
2. In the top right corner of the Travel and Expenses dashboard screen, click the (Go to Tasks) button, then click Manage Delegates
3. Near the the top left corner of the Delegates and Permissions screen, click the icon.
4. In the Person field that appears, begin typing the name of the employee you would like to assign as a delegate and click the name when it appears OR click the icon to search for the employee.
5. Click the Save and Close button in the top right corner of the screen. The employee you selected will now be able to act as a delegate on your behalf.
Fig. 1 IC Finance Cloud home page, Me tab near top of screen, Expenses app in middle of screen under Apps
Manage Existing Delegates
Delegates only need to be added to your list once. A delegate can be made inactive or reactivated at any time
To reactivate or inactivate existing delegates:
1. On the IC Finance Cloud home screen, click the Me tab, then click the Expenses app.
2. In the top right corner of the Travel and Expenses dashboard screen, click the (Go to Tasks) button, then click Manage Delegates
3. Click the Status dropdown menu at the top of the Delegates and Permissions screen, then click All. This will display all active and inactive delegates. On the right side of the screen, active delegates will show as "Valid" with the date they were activated, and inactive delegates will show as "Previously valid" with the date range when they were previously active.
4a. To re-activate an inactive delegate, click the row for the delegate to highlight it, then click the icon.
4b. To inactivate an active delegate, click the row for the delegate to highlight it, then click the icon.
5. Click the Save and Close button in the top right corner of the screen to apply your changes.