Approver Profile 1: Line Manager
If your company follows a Line manager approval strategy, all expense reports require approval by the respective line manager of a submitter unless an auto-approval threshold is defined.
A line manager can perform the following actions in Yokoy:
Approve expenses:
Web app: Under Manager > Approvals (or under My tasks > Approvals), a line manager can approve both single and trip expenses.
Mobile app: Single and trip expenses can also be approved via the mobile app by clicking on the Approval tab at the bottom of the screen.
View expenses:
Under Manager > Search in the web app, a line manager can view historical and current expenses of his/her employees. By using the Company and Employee drop down lists on the top of the page, a line manager can filter the expense reports according to the company entity and employee.
Note: This action can only be performed in the web app.
Activate auto-approval:
Depending on the company policies, a line manager can define an auto-approval threshold under My profile. This means that, for example, if an auto-approval threshold of CHF 50 is defined, all expense reports up to this amount and without warnings are automatically approved by the system and do not require manual approval by the line manager. In the web app, the My profile tab is accessible via one's initials in the bottom left corner in Yokoy.
Note: This action can only be performed in the web app.
Define delegate:
Under My profile, a line manager can choose a person to whom he/she would like to (temporary) delegate his/her approval rights. In the web app, the My profile tab is accessible via one's initials in the bottom left corner in Yokoy.
Note: This action can only be performed in the web app.
Approver Profile 2: Line Manager Delegate
A line manager delegate is a person to whom a line manager (temporarily) delegated his/her approval rights.
Web app: Under Manager > Approvals (or under My tasks > Approvals), a line manager delegate can approve expenses submitted to the line manager (the approval threshold of the line manager is relevant). A delegate can only view current approval requests.
Mobile app: This action can be performed under the Approvals tab at the bottom of the screen.
Approver Profile 3: Cost Object Manager
If your company follows a Cost object approval strategy, cost object owners are required to approve all expenses submitted to the cost center(s) he/she is responsible for unless an auto-approval threshold is defined.
A cost object manager can perform the following actions in Yokoy:
Approve expenses:
Web app: Under Manager > Approvals (or under My Tasks > Approvals), a cost object manager can approve both single and trip expenses.
Mobile app: Single and trip expenses can also be approved via the mobile app by clicking on the Approval tab at the bottom of the screen.
View expenses:
Under Manager > Search in the web app, a cost object manager can view historical and current expenses of his/her cost objects. By using the Company and Cost object drop down lists on the top of the page, a cost object manager can filter the expense reports according to the company entity and cost object.
Note: This action can only be performed in the web app.
Activate auto-approval:
Under Manager > Cost objects in the web app, a cost object manager can click on a specific cost object and set an auto-approval threshold for it. This means that, for example, if an auto-approval threshold of CHF 50 is defined, all expense reports up to this amount and without warnings are automatically approved by the system and do not require manual approval by the cost object manager.
Note: This action can only be performed in the web app.
Define delegate and delegate expiry:
Under Manager > Cost objects in the web app a cost object manager can define a delegate and an expiry date of the delegation for a specific cost object.
Note: This action can only be performed in the web app.
Approver Profile 4: Cost Object Manager Delegate
A cost object manager delegate is a person to whom a cost object manager (temporarily) delegated his/her cost object approval rights.
Web app: Under Manager > Approvals (or under My tasks > Approvals), a cost object manager delegate can approve expenses submitted to the cost object manager (the approval threshold of the cost object is relevant). A delegate can only view current approval requests.
Mobile app: This action can be performed under the Approvals tab at the bottom of the screen.
Multiple Profiles: Line Manager & Cost Object Manager
When switching from a Cost object approval to a Line manager approval strategy it is possible that under Manager > Search in the web app, the new line manager who used to be a cost object manager before can search for historical or current expense reports by using both the Cost object and Employee drop down lists. The cost object view is still available to the former cost object manager since this person remains a cost object owner (if not explicitly changed).
Note: This action can only be performed in the web app.
In addition, if a company follows a Custom approval strategy, which includes a mix of a line manager and cost object approval strategy, some managers may require both the line manager and cost object settings due to their multiple approver profiles in Yokoy.
