Expense User Roles Overview

There are four types of standard user roles in Emburse Expense Professional:

• Employees: Create and submit expense reports.
• Managers: Approve and Disapprove submitted expense reports. 
• Executives: Increased access to the Reporting page. 
• Accountants: Sets the Processing date for expense reports, and has full access to the Reporting page. 

In Emburse Expense Professional, user role capabilities flow downward. For example, the Manager has all the capabilities of the Employee role, plus functions specific to the Manager role. The Executive role has the capabilities of the Manager role, plus functions specific to the Executive role, and so on.

In addition to the four types of user roles, four Special Role Permissions that can be granted to users in addition to their Standard User Role:

• Admin
• Treasurer
• Translator
• Auditor

These Special Role Permissions allow users to perform additional actions within their company's Emburse Professional account. To learn more, see Special Role Permissions.

Role Capabilities

To learn which specific reports are available to different user types, see List of Reports by User Role.

Role Descriptions

Employee

An Employee creates and submits their own expense reports. Additionally, these users:

• Edit and delete receipts, expenses, or expense reports in Drafts.
• Receive and respond to inquiries from Approvers regarding expense reports submitted for approval.
• Manage security information and system usage options on their Account Settings page.

Manager

Managers approve expense reports submitted by Employees and are listed as Approvers within their assigned department. Additionally, they can:

• Forward approved reports to other Managers/Executives/Accountants for additional approval.
• Submit approved reports to Accountants for reimbursement.
• View/Print/Export individual approved employee expense reports.

Executive

An Executive is available as an approver for any user in the Approval Workflow. Additionally, these users:

• Have the same capabilities as the Employee and Manager roles.
• View/Print/Export a list of reports.
• Can use the Reporting page to view all company data.

Accountant

Accountants process expense reports submitted for reimbursement. Additionally, they can:

• Delete any expense report submitted for approval and/or processing.
• Use Reporting with full access.
• Edit details for any submitted expense line.

Accounts Payable Add-On Access

If your organization uses the Accounts Payable add-on on Emburse Professional, Standard User Roles and Special Role Permissions do not automatically grant access to Accounts Payable pages or actions.

Accounts Payable add-on access is not a Special Role Permission. Your organization assigns Accounts Payable permissions separately from Standard User Roles and Special Role Permissions.

To assign Accounts Payable permissions for a user:

1. On the System Configuration page, select Manage Users.
2. On the Manage Users page, select the ellipsis next to the user you want.
3. Select Edit User.

The Accounts Payable permission options then display for that user.

When you edit a user, you can turn on the Accounts Payable toggle and select any combination of these Accounts Payable permission options: Submit Invoices, Approve Invoices, Manage AP Settings, Make Payments, and View All Invoice Activity.

Turn on the Accounts Payable toggle to grant the user access to the add-on. When the toggle is off, the user cannot access Accounts Payable pages or actions.

Select the permission options below the toggle to assign specific Accounts Payable capabilities.

The Accounts Payable pages and actions available to the user depend on the permissions you select.

For an overview of Accounts Payable workspace sections, see Get Started with Accounts Payable.