Setting the expense claim procuration levels
In the menu section 'Procuration', you can set the level at which expense claims need to be assessed.
Adding a New Procuration Level
A procuration level allows you to specify the amount up to which an employee is authorized to assess. For instance, if a procuration level of € 500,00 has been created and this level is assigned to an employee's role, that employee can approve expense claims up to € 500,00. All expense claims exceeding € 500,00 need to be assessed again by an employee with a higher procuration level than € 500,00.
You can add a new procuration level by clicking the 'Add' button at the top of the overview.
We recommend always creating an assessor at the highest organizational unit with unlimited procuration. When setting up procuration levels, this employee can serve as a safety net. In Spend Cloud, it's not allowed for an expense claim to be assessed by an employee with the same procuration level as the one submitting the claim. Spend Cloud will always look for an assessor with a higher procuration level than that of the employee submitting the claim.
After creating a new procuration level, it needs to be linked to a role. To do this, go to 'Application Management' and then 'Roles'. If the role is based on a job profile, you can edit the job profile under 'Application Management' and then 'Job Profiles'.
Note: Changes to a job profile apply to all employees associated with that job profile.
Setting Procuration Level for a Role
In the roles overview found under Application Management, General, you can select the 'Expense claim' module on the left side. This will provide a complete overview of all configured procuration levels, allowing you to determine the process an expense claim must undergo when submitted.
In the overview, locate the employee whose role you want to edit. To edit the role, click the pencil icon next to that employee. This will take you to a page where you can edit the role. First, check under 'Rights' to ensure that a rights set has been selected that grants the employee the authority to assess expense claims. Procuration levels can only be set for employees authorized to assess. If this is correctly set, click 'Continue' at the top of the page. Otherwise, select 'Yes' under 'Assess'.
Under 'Assess', you will now see 'Procuration Amount (€)'. Using the dropdown list, you can specify the procuration level for this employee. Then, choose 'Save' at the top. The procuration level is now set for the selected employee.
Example Procuration Process
Procuration Scheme from the Roles Overview
Blue Path
Employee 7 submits an expense claim of €10.00 from Organizational Unit 3. Since Spend Cloud can't find an assessor in this organizational unit, it checks if there's an assessor in a higher-level organizational unit. In Organizational Unit 1, Spend Cloud finds Employee 2 with an assessor role. Spend Cloud will now present Employee 7's claim to Employee 2 for assessment. With a procuration level of €5,000.00, Employee 2 can approve claims up to €5,000.00. The submitted claim is €10.00, so it will be prepared for export immediately after approval, for further processing. In this example, Employee 4 is bypassed as an assessor because Organizational Unit 2 is at the same level as Organizational Unit 3.
Orange Path
Employee 5 submits a €300.00 expense claim from Organizational Unit. Spend Cloud searches for an assessor in the same organizational unit and finds Employee 4. Employee 5's claim is now offered to Employee 4 for assessment. With a total amount of €300.00, the claim falls within Employee 4's procuration level. Therefore, after approval, the claim will be prepared for export to continue processing.
Green Path
Employee 4 submits a €400.00 expense claim from Organizational Unit 2. Normally, Spend Cloud looks for the next available assessor in the same or higher-level organizational unit. In this case, the claim would be sent to Employee 2. However, both Employee 2 and Employee 4 have a procuration level of €5,000.00. In Spend Cloud, it's not allowed for a claim to be assessed by an employee with the same procuration level as the one submitting the claim. For this reason, the claim is now sent to Employee 1 with a procuration of €10,000.00. With a total amount of €400.00, the claim falls within Employee 1's procuration level. Therefore, after approval, the claim will be prepared for export to continue processing.
Purple Path
Employee 3 submits a €6,000.00 expense claim from Organizational Unit 1. The first assessor found by Spend Cloud is Employee 2. The claim is offered to Employee 2 for assessment. After approval, Spend Cloud checks if the total claim amount fits within the procuration level. With a total amount of €6,000.00, the claim exceeds Employee 2's procuration level. In this case, the claim is forwarded to the next assessor with a higher procuration level. In Organizational Unit 1, Spend Cloud finds Employee 1 with a procuration level of €10,000.00. The claim is now offered for assessment again, this time to Employee 1. This time, the total claim amount falls within the procuration level. This means that after approval, the claim will be prepared for export to continue processing.
These examples do not include the rejection of an expense claim. When a claim is rejected, it is automatically sent back to the claimant for necessary adjustments. When the claim is resubmitted, it must go through the procuration process again.
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