--- title: "Delegations" description: "The delegation function makes it possible for a delegate to create travel and expenses on behalf of another employee. The administrator is the one who delegates, and who decides the delegation level — whether the delegate can submit the claim directly for approval, or whether it should go to the employee for review, who then submits it for approval themselves. The employee must give consent before the delegate is granted access, unless the administrator confirms that consent…" lang: en languages: en: https://docs.vismasoftware.no/expense/online-help/settings/delegations/index.md no: https://docs.vismasoftware.no/no/expense/online-help/settings/delegations/index.md sv: https://docs.vismasoftware.no/sv/expense/online-help/settings/delegations/index.md lastmod: 2026-09-29 --- > Documentation index: https://docs.vismasoftware.no/expense/online-help/settings/llms.txt # Delegations Last modified September 29, 2026 > The delegation function makes it possible for a delegate to create travel and expenses on behalf of another employee. The administrator is the one who delegates, and who decides the delegation level — whether the delegate can submit the claim directly for approval, or whether it should go to the employee for review, who then submits it for approval themselves. The employee must give consent before the delegate is granted access, unless the administrator confirms that consent… The delegation function makes it possible for a delegate to create travel and expenses on behalf of another employee. The administrator is the one who delegates, and who decides the delegation level — whether the delegate can submit the claim directly for approval, or whether it should go to the employee for review, who then submits it for approval themselves. The employee must give consent before the delegate is granted access, unless the administrator confirms that consent has already been obtained outside the system. ## Good to know - Both the delegate and the employee must be registered as employees in Expense with the regular user role (Expense Regular User). - One delegate can hold delegations for several employees, several employee groups and several organization units (organization units only for eHRM integration). - Registering on behalf of others is only done on the web, not in the mobile app. ## Delegations Go to **Settings → Employees and groups → Delegations**. This is where the administrator sets up the links between delegate and employees, and gets an overview of all assigned delegations. ### Employees The tab shows all employees registered in Expense, so that you can consider who should have a delegate. You can assign a delegation to one employee at a time, or to several at once using bulk update. Use the search function to find the employees you want to change. You can search by group, employee name and organization unit (organization unit only for eHRM integration). 1. Filter or search for an employee or a group of employees in the list. 2. Select the employee or employees, or click a single employee. 3. Select **Assign delegations**. The *Grant delegations* window opens. ### Grant delegations In the window, you select which delegations the delegate is to have on behalf of the employee. 1. Select the user who is to be the delegate. 2. Select the delegation level: - **Create items** – the delegate can register, but the employee must submit for approval themselves. - **Create items AND send for approval** – the delegate can both register and submit for approval. 3. Select the reason for delegation: - Administrative reasons - Limited digital skills or equipment - Special needs or disability - Language difficulties in the software - Employee's illness or leave - Registration after employment ended - Other – the reason is explained in the attached document 4. Select how the employee is to approve the delegation: - **Requires approval from the employee** – a consent request is sent to the employee by email when you save. - **Activate directly (authorization is in place)** – only select this when consent has already been obtained outside the system. You must then confirm: *"I confirm that there is a valid basis for registering expenses on behalf of the employee(s). The employee(s) have been informed of the registration, as well as their rights under applicable regulations."* 5. If relevant, upload an attachment, for example an email or a document confirming that the delegate is entitled to register. > Attachments can only be added when you assign a delegation to a single employee. The field is disabled for bulk updates. You can add attachments later by clicking the employee under *Assigned delegations* and selecting **Upload file(s)**. 6. **Save.** - If you select *Requires approval from the employee*, the consent message is sent automatically and the delegation gets the status **Pending** under *Assigned delegations*. The status changes to **Approved** once the employee has approved the request in the email. - If you select *Activate directly (authorization is in place)*, the delegation gets the status **Approved** straight away. ### The consent link is valid for 24 hours The link in the consent email is valid for 24 hours from the time it is sent. If the employee does not approve within this deadline, the link expires and the delegation is left with the status **Expired**. If the employee opens an expired link, they get a message saying the link is no longer valid. The employee can still approve the delegation directly in Expense. At the top of the overview page, the message *Action required, approve delegations* is displayed, and clicking **Review request** opens the dialog box where the request can be approved or rejected. This route has no time limit. As an administrator, you can also send a new request. Click the employee under *Assigned delegations* and select **Resend approval request**. The link can only be sent to one employee at a time, so with bulk updates each individual employee must be followed up separately. ### Assigned delegations The overview shows all employees who have been assigned a delegate, with the status **Approved**, **Rejected**, **Pending** or **Expired**. You can search and filter by: - Employee or group - Delegate - Delegation level - Reason - Status ### Change the delegate The delegate in an existing delegation cannot be changed. If the delegate is to be replaced, you must delete the delegation and create a new one with the new person. ### Delete a delegation Select the bin icon and confirm the deletion in the alert that appears. When the delegation is removed, both the delegate and the employee receive an email about it. ## For the employee: consent When a delegate has been set up with a delegation to create and manage claims on the employee's behalf, the delegation only applies once the employee has approved it. The delegate gets access to the employee's data, which is why consent is required before the access is activated. The consent covers: - **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 Depending on the delegation level, the delegate can either register and submit claims for approval on the employee's behalf, or only prepare them, so that the employee has to submit them themselves. ### Approve or reject The employee can handle the request in two ways: - **In Expense.** At the top of the overview page, the message *Action required, approve delegations* is displayed. Click **Review request** to open the dialog box *Approve access to registration of travel expenses*. - **By email.** Click **Handle request** in the email. The link is valid for 24 hours. In both cases, the employee selects **Approve request** or **Reject request**. If the link in the email has expired, the request can still be handled from the overview page in Expense, or the administrator can send a new request. ## For the delegate You can register on behalf of an employee once the administrator has delegated to you and the employee has approved the delegation. When the approval is in place, you receive an email telling you that you have been given the delegate role and can register claims on behalf of the employee. ### Select who you are registering expenses and travel for Once you have been given the delegate role, the **My expenses** drop-down list is displayed at the top of your overview page. Here you select which employee you are registering for. After you have selected an employee, you see that person's overview page, and you register expenses and claims in the same way as you do for yourself. ### Delegation level What you can do depends on what the administrator has set up: - **Create items** – you can register, but not submit. Below the summary of the claim, you get the option **Send for review**, and the employee must submit it for approval themselves. - **Create items AND send for approval** – you can both register and submit the claim for approval in the usual way. ### The employee's home page 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. ## For the approver As an approver, you can see who submitted the claim for approval, and that the signature has been given on behalf of the employee. ## Delegate Role Assignment log You will find the report under **Reports → Delegate Role Assignment log**. The log shows the history of assigned delegations and gives you as an administrator full traceability: who delegated, who it was given to, which delegation level was set, and when the employee approved, rejected or removed it. You can filter by delegate, employee and date range, and export the log to CSV. --- [View this page](https://docs.vismasoftware.no/expense/online-help/settings/delegations/)