Acting as a Delegate

A delegate is a user assigned to manage spend-related tasks on behalf of another user (the delegator). Delegates can upload receipts, code transactions, and create/submit reimbursement requests.

This guide explains how to know you've been assigned as a delegate, how to switch to your delegate account, and how to complete spend-related tasks in Float on behalf of the delegator.

In order to act as a delegate, the user must first be assigned as a delegate by the user they will be acting for or by an administrator. See: Delegate Access Overview & Configuration

Guide Overview

Delegate Notification

Switching to your Delegate Account

• Switching Accounts from the Account Switcher
• Switching Accounts from Your Profile Page
• Switching Accounts from Email

Coding Transactions & Adding Receipts as a Delegate

How to create and submit a Reimbursement request as a delegate

Delegate Notification

Delegates receive an email indicating that they've been assigned as a delegate to another user in Float. The email includes a link to log in, directing users to a pop-up that states they've been assigned as a delegate and the user they will be assisting. 

Click Login to Float in the email, log in to your account, and it will automatically open your delegate account.

Important Notes on Delegate Notifications:

• Delegates will not receive any emails if the Delegator has push notifications (i.e., mobile app notifications), SMS, or Slack notifications enabled instead of their email

• Delegates will be cc'd on some but not all emails related to the topics below. The delegator will receive all emails related to:

  • Missing transaction information 

  • Receipt is invalid

  • Spend compliance reminder

  • Reimbursement report approved or denied

  • Reimbursement report payment failed or succeeded

Switching to Your Delegate Account(s)

There are 3 ways that you can switch to your delegate account (i.e., the account of the individual you are supporting with spend-related tasks). You must be assigned as a delegate first in order to act as a delegate. Please review the steps below to learn the different ways to switch to your delegate account(s).

Switching Accounts from the Account Switcher

1. Log in to app.floatfinancial.com - you will be logged in to your default profile (i.e., your own Spender, Manager, or Administrator account)
2. Click the 3 vertical dots next to the business name in the top-right corner
3. Locate and select your delegate account(s)
   • Look for "Delegate for [Delegator's Name] under the company name and select the account
4. You will be switched to the delegate account and have access to that user's transactions, receipts, and can submit Reimbursement requests on behalf of the delegator

Switching Accounts from Your Profile Page:

1. Log in to app.floatfinancial.com
2. Navigate to Settings > Profile
3. Scroll down to the Delegation section > click the Delegating For tab
4. Click Enter Delegation Mode 

Switching Accounts from Email:

1. Navigate to your email inbox and select the email notifying you that you've been assigned as a delegate
2. Click Login to Float > log in to your account > your delegate account will automatically open

Some Important Notes on Switching Between Accounts:

• You cannot make a delegate profile your default account
• You can tell you're in the delegation mode through the following visual indicators:
  • The delegator's name you are assisting is attached to your initials and highlighted blue,
  • Your initials in the top-right corner have a dotted-blue border
  • Under the business name in the top-left corner, it says "Delegate for [delegator's name]"

Coding Transactions & Adding Receipts as a Delegate

Please review the steps below to learn how to code transactions and add receipts as an delegate.

How to code a transaction and add receipts as a delegate:

1. Log in to app.floatfinancial.com > using the steps above, switch to your delegate account
2. Navigate to Transactions > select a transaction to open the Transaction Details pop-up
3. Input the required fields according to the card's Submission Policy (i.e., GL code, tax code, description, etc.)
4. Attach a receipt (if required) in one of two ways:
   1. Receipt Was Uploaded by the Delegator in Float:
      • In the Receipt section of the Transaction Details, click Match receipts > a pop-up opens with all unmatched receipts > locate the appropriate receipt > click Match
   2. Receipt Was Sent to You Directly by the Delegator:
      • In the Receipt section of the Transaction Details, click Drag files here or browse computer > locate the appropriate receipt for the transaction > select the receipt to attach it to the transaction

How to create and submit a Reimbursement request as a delegate:

1. Log in to app.floatfinancial.com > using the steps above, switch to your delegate account
2. Click Request Spend > name the report and select the appropriate team, approval policy, and submission policy for the user > click Ok > the report page will open to add expenses
3. Drag and drop receipts or browse your computer to attach the user's receipts to the report > our OCR tool will scan the receipt and automatically input certain fields if legible (i.e., vendor, tax code, tax amount)
4. Code the remaining required fields (e.g., GL code, description) so it's compliant with the Submission Policy
5. Click Get Approval