Many Expensify customers have one person managing key roles in Expensify Classic: Billing Owner, Workspace Admin, Domain Admin, Technical Contact, and Bank Account Owner. If this person leaves the company or changes roles, their responsibilities must be reassigned to another employee.

⚠️ Important: Before the current admin leaves, they and the new admin should complete the following checklist.

Checklist for the Current Admin

Assign a New Admin

1. Add the new admin to the workspace.
2. Assign the Admin role to the new admin.
3. If your company uses company card feeds, Expensify Cards, domain groups, or SAML, invite the new admin as a Domain Admin.

The current admin must add the new admin to all company workspaces, including ones that are no longer active:

• The new admin must take ownership of all company workspaces to ensure a single Annual Subscription continues.
• If the previous admin retains ownership of any workspace, they will continue being billed separately.

Share Access to the Company Bank Account

If you are the only admin with access to the company bank account in Expensify, share the bank account with the new admin or another workspace admin.

Checklist for the New Admin

Take Over Billing & Add a Payment Account

Take over workspace ownership and billing to ensure a smooth financial transition.

Re-verify the Company Bank Account

• 1-2 business days after the bank account is shared with the **, Expensify will send **three test transactions (two withdrawals, one deposit) to your bank account.
• Visit Settings > Account > Payments or check your Expensify Inbox to verify these transactions.

Unshare the Company Bank Account

Once the previous admin leaves, remove their access from the bank account.

Update the Assignment on the Settlement Account (Expensify Cards Only)

If the company uses the Expensify Card, make sure the new admin is listed as the owner of the settlement account:

1. Go to Settings > Domains.
2. Select the appropriate domain.
3. Click the Company Cards tab.
4. Under Imported Cards, select the correct Expensify Card.
5. Click the Settings tab next to the dropdown.
6. If the Expensify Card settlement account matches the company bank account, use the green chat icon to contact Concierge or your Account Manager for reassignment.

⚠️ Important: The settlement account owner must also be a Domain Admin.

Update the Default Reimburser Assignment

1. Go to Settings > Workspaces.
2. Select the appropriate workspace.
3. Click the Reimbursement tab.
4. Ensure the correct bank account is set as the reimbursement account.
5. If the previous admin is listed as the Default Reimburser, assign the new reimburser.

Reconnect Integrations & Set a New Technical Contact

1. If the workspace is connected to an accounting integration linked to the previous admin’s account, make sure to reestablish the connection to the new admin’s account.
2. If the previous admin is listed as the Technical Contact, update that role to the new admin or someone else in your company.

Remove the Previous Admin

1. If the previous admin is staying with the company, downgrade their role to employee:
   • Change workspace roles.
2. If they have left the company, close their account:
   • Remove the previous admin from the workspace.
   • Close their Expensify account:
     1. Go to Settings > Domains.
     2. Select the correct domain.
     3. Click the Domain Members tab.
     4. Check the box next to their name and click Close Accounts.
     5. Confirm by clicking Close.

By following this checklist, you can ensure a seamless transition when offboarding an admin from Expensify. Taking these steps proactively helps maintain financial oversight and prevents unnecessary billing issues. If you have any questions, feel free to contact Concierge Support!