Overview
This feature allows authorized users to create, manage, and submit expenses on behalf of other employees. It streamlines expense management by enabling a central person or team to handle submissions, ensuring accuracy, timeliness, and proper documentation. It is ideal for scenarios where employees are unable to submit their own expenses or when a centralized approval process is in place.
When and why it should be used
- Register expenses when an employee does not have access to Factorial or cannot create the expense.
- Centralize expense management in one or several responsible people.
- Ensure all expenses are recorded accurately and on time.
To use this functionality, the person creating the expense must have the appropriate permission enabled:
How to use
- Go to My expending from the main menu
- Select Add expense
- Choose the expense you want to upload
- In the Expense owner field, choose the person for whom you are creating the expense
- Fill in the expense details (amount, category, date, description, and receipt if applicable)
- Click Send for approval or leave it as a draft
- The expense will be created and associated with the selected employee
You will need to have the receipt in order to add the expense for someone else.
FAQ
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Who can create expenses on behalf of others?
Only users with the appropriate permission enabled can create expenses on behalf of other employees.
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Can the employee see the expense created for them?
Yes, the expense will appear in their expenses list once it is created.
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What should I do if I lose the receipt?
You will need the receipt to create the expense. If it is lost, contact the employee to obtain a copy or consult your company’s policy for alternative documentation.
If the expense does not appear for the employee check that the expense was saved successfully and that the correct employee was selected.