Delegate when out of office
Delegate When Out of Office
If you’re out of the office or on vacation, you can assign a vacation delegate to handle your approvals while you’re away.
A vacation delegate can approve reports on your behalf. Once assigned, any reports sent to you for approval will be automatically redirected to your delegate. Pick a Clear after date and time and the delegate is removed automatically at that time, so reports come back to you when you return.
All delegate actions are tracked in the report history for full visibility.
How to assign a vacation delegate
- Go to Account > Profile > Vacation delegate.
- Select the member who should approve on your behalf.
- Under Clear after (recommended), pick the last day the delegate should cover (optional).
- Under Time, pick when the delegate clears on that day (defaults to the end of the day).
- Click Save.
Once set, any reports or chats that would normally come to you will be redirected to your delegate. You can view every action they take in the report’s history and comments. The delegate and the date and time it clears are shown under Vacation delegate on your profile.
How to remove a vacation delegate
If you set a Clear after date, the delegate is removed automatically. To remove it sooner:
- Go to Account > Profile > Vacation delegate.
- Click Remove vacation delegate.
FAQ
Can my admin assign a vacation delegate for me?
Yes. In New Expensify, domain admins can assign a vacation delegate on your behalf under Domain member settings.
Why can’t my vacation delegate reimburse reports?
Your delegate can only reimburse reports if they also have access to the reimbursement account in your workspace. Without access, they won’t see the option to reimburse—even if they’re your delegate.
What if my vacation delegate is also on vacation?
Your delegate can assign their own vacation delegate too. This ensures approvals keep moving, even when multiple members are away.
If I clear my status, does that remove my vacation delegate?
No. Clearing your status won’t affect your delegate. Set a Clear after date on your vacation delegate, or remove them when you’re back.
What if my delegate isn’t in the same workspace?
If your delegate isn’t part of your workspace, Workspace Admins will be notified by email and prompted to add them.
What should I use if someone needs to manage my expenses permanently?
A vacation delegate is intended for temporary approval coverage while you’re away. If someone needs ongoing access to manage expenses on your behalf—such as an executive assistant, accountant, or bookkeeper, add them as a Copilot instead.
Copilots provide long-term account access for expense management, while vacation delegate are designed for temporary approval coverage.
