The Travel and Expenses module uses different roles to provide users with the appropriate permissions and responsibilities. Which role a user should have depends on the tasks they need to perform.

Some roles are used to administer the module, while others are part of the approval workflow or allow users to register and manage travel claims and expense claims.

Below is an overview of the available roles.

Role descriptions

Travel administrator

Used when

The user is responsible for administering the Travel module.

This role provides access to

• View employees' travel claims

• Edit travel claims on behalf of other employees

• Manage Travel module settings

• Manage user access to the Travel module

Expense administrator

Used when

The user is responsible for administering the Expenses module.

This role provides access to

• View employees' expense claims

• Edit expense claims on behalf of other employees

• Manage Expense module settings

• Manage user access to the Expenses module

Travel secretary

Used when

The user registers or manages travel claims on behalf of other employees.

This role provides access to

• View travel claims that have been started but not signed

• Create and edit travel claims for other employees

Note: This role cannot sign travel claims on behalf of other employees.

Expense secretary

Used when

The user registers or manages expense claims on behalf of other employees.

This role provides access to

• View expense claims that have been started but not signed

• Create and edit expense claims for other employees

Note: This role cannot sign expense claims on behalf of other employees.

Approver

Used when

The user approves travel claims and expense claims.

This role provides access to

• View travel claims and expense claims awaiting approval

• Approve travel claims and expense claims

Receives notifications about

• Travel claims and expense claims awaiting approval

Note: This role can either be assigned manually or automatically if the user is registered as the employee's direct manager.

Attestation substitute

Used when

The regular approver is absent and another person should temporarily approve travel claims and expense claims.

This role provides access to

• The same approval permissions as the regular approver

Receives notifications about

• Travel claims and expense claims awaiting approval on behalf of the approver

See also: Change the approver in Travel and Expenses

Attestation controller

Used when

The organization uses two-level attestation control.

This role provides access to

• View travel claims and expense claims awaiting second-level approval

• Approve travel claims and expense claims at level 2

See also: Enable two-level attestation control

Potential approver

Used when

Employees should be able to select an approver other than the default approver when registering travel claims or expense claims.

This role provides access to

• Can be selected as an approver during travel claim and expense claim registration

Note: This role is not visible to employees. To allow employees to choose a specific approver, administrators must know which users have been assigned the Potential approver role.

Exporter

Used when

Approved travel claims and expense claims are exported to the payroll or accounting system.

This role provides access to

• Export travel claims and expense claims

• Send reminders for signing and approval

• Mark travel claims as paid

Self-attestation

Used when

Employees should approve their own travel claims and expense claims.

Note: To use this role, the Allow self-attestation setting must be enabled under System Settings → Travel and Expenses. In addition, the employee's attestation method must be changed on their user profile.

Tip

A user can have multiple roles if their responsibilities require it. Only assign the roles that are necessary for the user to perform their tasks.