The Submit on Behalf feature allows authorised employees to submit expense claims for their colleagues. This article covers how to use the feature on both the website and the mobile app, and how an administrator can configure access.
Via Website
Part 1: Submit a Claim on Behalf of a Colleague
- Click
to open the Expenses module.
- Go to
(Claims).
Under the Expenses tab, click
and select the name of the colleague you wish to submit the expense for.
Fill in the required details and click
when done.
Go to the Reports tab and click the
button.
Add the necessary details, tick the checkbox next to the expense you wish to include, and click
(Save).
After saving, you will be returned to the Report page. Click the
icon for the report you just created to view the expense and report details.
- To complete the submission, tick the checkbox as shown above and click the
button. A confirmation message will appear on screen once the submission is successful.
Note: If you are unable to submit claims on behalf of a colleague, check with your administrator to confirm that this feature has been enabled. Your administrator can follow Part 2 below to configure the necessary settings. |
Part 2: Administrator Setup — Enable Submit on Behalf
To use the Submit on Behalf feature, an administrator must first complete the following setup.
- From the main menu, go to
.
- Click on
.
Under the
tab, search for the user who will be submitting claims on behalf of others.
Click the pencil (edit) icon under the Action column:
In the Claim for Others field, add the name(s) of the colleagues this user is authorised to submit expenses for.
Example: If Employee B is added under the Claim for Others field for Employee A, then Employee A will be able to submit expenses on behalf of Employee B. |
Via Mobile App
Part 1: Create an Expense on Behalf of a Colleague
- Log in to the JustLogin mobile app.
- Tap
.
- Press the
function.
Select the name of the colleague you wish to submit the expense for. The screen will update to reflect the selected user.
Go to
(Expenses).
Tap the
icon to open a new expense entry form.
- Tap
to view and select from the available expense categories.
- Tap
to open the calendar and select the date the expense was incurred.
- Enter the expense amount in the
field. Negative values are not allowed.
- (Optional) Tap
to view and select the applicable tax rate.
- Type a brief description in the
field.
- Tap
to add this expense to an existing report, or to create a new one. You may also leave this blank and assign the expense to a report at a later time.
Tap
to attach a receipt — either by selecting an image from your device's photo gallery or by taking a new photo.
Tip: The mobile app can auto-scan a receipt photo and automatically populate the expense amount in the entry form.
- Tap
in the upper-right corner to save the expense record.
The saved expense will appear with the status Unreported, as shown below. This means it has not yet been added to a report and cannot be submitted for approval.
Note: If you have multiple expense records to submit, continue creating expenses before proceeding to Part 2.
Part 2: Create a Report and Submit for Approval
- Go to
(Reports).
- Tap the
icon to create a new report.
The new report form will appear:
- Enter a title for the report (e.g., Local Expenses — October) in the
field.
- Set the coverage period for the expenses using the
date fields.
This field appears depending on your account configuration. Enter the purpose of the report if required.
- Tap
to create the report.
Tap on the report you just created.
- Tap Include Expense
.
All available expenses will be listed. Select the expenses you want to include in this report and tap Include in the upper-right corner.
Tap the Submit button at the bottom of the screen. A confirmation message will appear once the report has been successfully submitted.
Note: If you need to modify your submission after submitting, tap the
(Recall) button at the bottom of the screen.