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Approval substitute when you are away

Are you going on leave or away for a longer time? Ask your finance department or HR to change the approver in Expense, so expense reports aren't left waiting.

🔄 How does an approval substitute work?

There is no automatic substitute in Expense, and you can't change the approver yourself. The person who manages Expense at your company, usually the finance department or HR, changes the approver manually and changes it back when you return.

👉 Applies to: approvers and auditors.

💬 As an approver: before you leave

  1. Contact your finance department or HR in good time.
  2. Tell them who should approve while you are away, and for how long.
  3. Authorize or deny what is under To Do > To review before you leave, if you have time.

⏳ Is an expense report waiting for someone who is away?

You can't move an expense report to another approver yourself. Point it out to your finance department or HR, so they can move it to someone else.

✅ Once the change is made, new expense reports go to the substitute.

⚠️ Expense reports that are already with the regular approver are not moved automatically. Your finance department or HR needs to move them manually.

⚙️ For administrators

Administrators change the approver under Administrate > Persons, in the Audited by and Approved by fields, or directly on a single expense report in the web. Read Two approvers with an auditor.

💡 Always tell the substitute that the expense reports are with them.

❓ Frequently asked questions (FAQ)

Can I add a substitute myself?
No, ask your finance department or HR to change the approver.

Is the approver changed back automatically when I return?
No, it is changed back manually. Remind your finance department or HR when you are back.

What happens to expense reports that are already with me?
They stay with you until they are moved manually to the substitute.

Does the substitute get a notification?
Yes, for expense reports submitted after the change. If an expense report that is already submitted is moved, the substitute needs to be told.

✅ Summary

  • 💬 Ask your finance department or HR to change the approver before you leave
  • ⏳ Expense report waiting for someone who is away? Point it out to them
  • ⚠️ Expense reports already with you are moved manually
  • 🔄 The approver is changed back manually when you return

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