For the employee

Why have I been told that I need to approve a delegation?

Because a delegate has been set up with a delegation to create and manage travel expenses on your behalf. The delegation only applies once you have approved it.

The delegate gets access to your data, which is why consent is required before the access is activated.

What does the delegate get access to?

Inbox – all your receipts collected with the Visma Employee app or emails forwarded to Expense
Credit card – overview of credit card purchases, if you are using an integrated credit card
GPS data – your GPS registered trips, if you are using a GPS-based route log
History – any travel expenses that are registered in the past

How do I approve or reject?

You can do it in two ways:

In Expense. At the top of the overview page, the message Action required, approve delegations is displayed. Click Review request.
By email. Click Handle request in the email you have received.

Both routes open the dialog box Approve access to registration of travel expenses, where you select Approve request or Reject request.

How long do I have to respond?

The link in the email is valid for 24 hours. If it expires, you can still handle the request from the overview page in Expense, or ask the administrator to send a new one.

Then the administrator has confirmed that consent has already been obtained outside the system, and the delegation is active straight away. Contact your administrator if this is not correct.

Can the delegate submit the claim for me?

That depends on the delegation level. The delegate can either register and submit claims for approval on your behalf, or only prepare them – in which case you have to submit them yourself.

Can I see what the delegate has registered?

Yes. The home page shows the status of all claims and expenses, both the ones you have created yourself and the ones a delegate has registered on your behalf. For the latter, the name of the delegate who submitted them for approval is displayed.

Can I submit claims for approval from the mobile app?

Yes, if the delegation level means that you are the one who submits them. You can also see who has registered on your behalf.

Can I revoke the access?

Yes, at any time – in two ways:

In Expense. The message Active delegations appears at the top of the home page. Click Review delegations to open the dialog box, then select Revoke access.
Through an administrator. Contact your administrator to have the access removed.

You will receive an email once the delegation has been deleted.