Manage Delegates for Expense Report Submission

This guide will cover:

 

Information

Many employees on campus will submit Expense Reports for travel reimbursement, approved business purchase reimbursement, and for procurement (p-card) transactions.  It is recommended that UW personnel establish a preferred delegate, such as the department accountant to review account coding and submit the Expense Report. Delegating does not remove your access to enter expense reports. Rather, it adds another person that can also see that information in the system and finalize the submission of the report.

 

Note: The expense report owner and the delegate cannot be attempting to prepare or modify expense reports for the same user at the same time. The expense owner and the delegate will need to coordinate if they both need to be working expenses for the owner.

 

Step One

Navigating to Expenses in WyoCloud

  • Upon logging into WyoCloud, click on the Navigator in the upper left corner of the homepage.

  • First, click on My Profile to expand (you may have to scroll within the Navigator), then select Expenses.

  • The Travel and Expenses page is displayed.

 

Note: If you are able to access the WyoCloud system, but receive an error upon accessing this page, some information is missing from your profile within the system.

Notify the WyoCloud Systems and Support team by emailing WyoCloud-Help@uwyo.edu (a support ticket is created from your email); or calling the UW Help Desk at 307-766-4357.

 

Step Two

Delegating Your Expense Report

  • On the right-hand side of the page, select the Gear Icon to open some options, then click on Manage Delegates.

  • The Delegates and Permissions page is displayed. Select the Add Icon (+).

  • This opens a pop-up window in which you can identify your delegate.

  • Click on the Magnify icon to open the Search feature.

  • The Search and Select: Person pop-up window will display. 

    • Type First and Last Name to choose the name of the individual you wish to add in the Person field then click Search. 

    • Your results will appear in the lower half of the window. Once you’ve selected the appropriate person, click OK.

  • To broaden the search, type in First name only and a list will display. Select the correct person, click OK.

Note: If you are having problems finding an employee to add as a delegate, ensure the name entered is their legal full name (ex. Michael but goes by Mike, should be entered as Michael). Some users experience issues adding a delegate that has an alias email, so be sure you provided the correct email.

  • Additionally, you may also use the Advanced feature to assist in finding the individuals name you wish to delegate to. Click on Advanced.

  • The new prompts will appear next to the Person and Email field. Use the drop-down arrow to view the different options for searching and selecting the appropriate option for you.

  • Click Search.

  • Your results will appear in the bottom half of the window. Once you’ve selected the appropriate person, click OK.

Note: You may delegate to multiple individuals. To do so, replicate the steps above to add more delegates.

  • In the top right-hand corner of the screen, select Save and Close.

 

Note: When a delegated Expense Report is submitted on your behalf, you will receive an email notification to review and approve it within WyoCloud. You may also view any pending approvals upon logging into WyoCloud, looking for a red number next to the bell icon in the upper right corner, and clicking on the bell for more details.

 

Step Three

Inactivating or Removing Delegates from Your Expense Reports

  • If you wish to remove delegates from the list of names within Delegates and Permissions, navigate to the Travel and Expenses/Manage Delegates page referenced in Step 1 and 2.

  • Begin by selecting the name of the person you wish to erase, then click on the (X) next to the add person icon.

  • A warning prompt will appear. Click Yes.

  • Select Save and Close when finished.

 

Note: If a delegated employee no longer works at UW, they will have to be removed rather than inactivated in the system. In order to do this, notify the WyoCloud Systems and Support team by emailing WyoCloud-Help@uwyo.edu (a support ticket is created from your email); or calling the UW Help Desk at 307-766-4357, Option #1 (a UW IT technician will create and submit a help ticket on your behalf).

If a mass removal is needed (such as someone departing from a department), please refer to the above contact information and request the removal of all delegates connected to the pertaining person leaving or joining the department.
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WyoCloud is the University of Wyoming’s Human Resources and Financial Management principal solution.