Find the right Travel and Expense role based on the user's responsibilities and required access.
The Travel and Expense module uses different roles to give users the correct permissions and responsibilities. The appropriate role depends on the tasks the user performs. Some roles provide administrative access, while others are part of the approval flow or allow users to register travel and expenses.
What access does each Travel and Expense role provide?
| Role | Access and permissions | Notifications | Who should have the role |
|---|---|---|---|
| Travel administrator | Can view and edit employees' travel. Can manage settings in the Travel module and assign access to the module at user level | - | - |
| Expense administrator | Can view and edit employees' expenses. Can manage settings in the Expense module and assign access to the module at user level | - | - |
| Travel secretary | Can view travel that other employees have started but not signed. Can register or edit travel for others, but cannot sign it for them | - | - |
| Expense secretary | Can view expenses that other employees have started but not signed. Can register or edit expenses for others, but cannot sign them for them | - | - |
| Approver | Can view travel and expenses. Can approve travel and expenses for the users they are responsible for | Receives notifications about the approval of travel and expenses | The user's immediate manager, who is the default approver, or another person assigned the Approver role |
| Attestation substitute | Has the same access as an Approver. Used when the original approver is absent, without permanently changing the approval relationships. Assign the role to the substitute and specify whom the user is substituting for | Can receive notifications about the approval of travel and expenses | A manager's substitute |
| Attestation controller | At the second level of a two-level approval flow, performs the final review of travel and expenses. Can view and approve travel and expenses at level 2 | - | Payroll or finance staff |
| Exporter | Can access Export, export travel and expenses to external systems, send reminders for signing and approval, and mark travel as paid | - | Payroll or finance staff |
| Self-attestation | Allows travelers to approve their own travel. The Allow self-attestation system setting must be enabled under Settings > Travel and Expense. You must also change the approval method for the relevant users under My info > Settings > Travel and expense | - | - |
How does the Potential approver role work in Travel and Expense?
The Potential approver role is passive. A user with this role can be selected as the approver for any travel or expense report. The registered approver can be changed at any time to another user with the Potential approver role.
The Potential approver role allows a user to be selected as an alternative approver for travel and expenses without automatically assigning the user as an approver. Managers or administrators who have permission to change the approver can select the user during vacations, illness, or other absences without changing the organization's regular approval structure.
Note
The Potential approver role is not visible to all users. Only users with permission to administer or view roles can see who has the role. You must therefore tell managers who has the role so they know whom they can select as an approver.
How should roles be assigned in Travel and Expense?
A user can have multiple Travel and Expense roles when their responsibilities require it. Assign only the roles the user needs to perform their tasks.
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