Approver

Act as a Delegate

Act on Behalf of an Approver as a Delegate

  1. Log in to your UA Concur account
  2. Navigate to the upper right-hand corner of the Concur dashboard and open the Profile drop-down menu by clicking the user icon
  3. Select “A Delegate for another user who has granted you this permission” under “Act As” then search for user by name, UA ID, or email address
  4. Select the approver and click "Switch"
  5. To select a different account, follow steps 2-4 again (you do not need to end the current delegate session)
  6. To end delegate session, select “Myself” from “Act As” and click “Switch”

Hot Tip: When accessing a user’s account as a delegate, verify that “Acting as <user’s name>” replaces "Profile" in the upper right-hand corner.

Preview for an Approver as a Delegate

An approver's delegate can be allowed to preview each Report/Request in the approver's approval queue. This delegate cannot approve the Report/Request. Instead, the delegate's task is to ensure that the Report/Request is ready for the approver to review and approve.

Once the delegate is assigned the Preview for Approver role, the delegate can access the approver's approval queue. The delegate follows the same steps as the approver to review the information, accounting, etc. on the Report/Request.

The delegate can review each Report/Request to check for inconsistencies, verify or update accounting, add comments and send back to the employee for corrections. When ready, the delegate clicks "Notify Approver" to notify the approver that the Report/Request is ready for their review.

Once the delegate clicks "Notify Approver":

  • An email is sent to the approver indicating that the Report/Request has been reviewed by the delegate and is ready for approval.
  • An icon appears in the approval queue so the approver knows the Report/Request has been reviewed. This icon is visible to all users who view the queue including other delegates and approvers.

Guidance on Acting as an Approval Delegate

  • The delegate's action is reflected in the audit trail, which is visible to the user, delegate, approver and auditor.
  • The delegate role is assigned to a profiled user (fiscal employee) for a profiled user (Supervisor or PI) and cannot be assigned by a funding source.
  • To change funding or allocations, under expected expenses, select the checkbox next to the expense or expenses requiring an accounting update, select "Allocate" and edit as needed.
  • To add comments to the request, click on the header field and scroll down to the comment field. Add comments and select save. Comments can also be added to individual expenses in the comment field of the expense line item.
  • You can view and add approvers in the Report/Request Timeline field.
  • Expense Reports only go back through an approval workflow in the event that the funding source has changed from the approved source on the Request or when the expenses exceed 10% and $200 of the originally approved amount on the Request.
  • Do not modify amounts associated with the expense type “Pre-Paid by University” as this can cause a posting error.