A default administrator is assigned expenses created for an employee who does not have access to Expense Management. The admin can complete and submit expenses for employees who have not yet been onboarded to Expense Management, ensuring that their expenses are properly processed and reconciled.
Assigning a default admin
Only one default admin can be assigned at a time. Once added, the default admin can’t be removed, but can only be replaced by another admin. You can assign the default admin when setting up Expense Management or from the tasks page in the admin dashboard.
While setting up Expense Management
During the onboarding process, in the task to Assign default administrator, select Assign.
Note: The default admin must be assigned the admin role first, if the admin role is not assigned, the name will not be visible in the drop-down. The admin role is assigned in the first task of the onboarding process.
Select the default admin from the drop-down list and select Save and continue.
From the tasks page
On the Tasks page in the admin view, you'll see a task to assign the default admin, select Assign.
Choose the default admin from the drop-down and select Save.
Once the default admin is assigned, all the expenses of spenders not onboarded to Expense Management will be assigned to the default admin.
Please be aware of the following:
Only the transactions (expenses) that are posted are assigned to the default admins.
Default admins do not receive text notifications for expenses incurred by spenders.
Cards and expenses associated with users who have not yet been onboarded will remain hidden in Expense Management until a default admin is assigned.
In the default admin's spender dashboard, they will only see their own card; cards from other spenders will not be visible.
Change the default admin
After a default admin is added, you can update or change the admin through your admin settings. While default admins cannot be removed, you can modify or replace them as needed.
Select Settings from the top-right corner.
Select Employees and select Default administrator.
Select the default admin and select Save.
Actual cardholder details
As we assign the expenses of spenders who are not yet onboarded to Expense Management to the default admin, it is equally important for admins to be aware of the actual cardholders (spenders not yet onboarded).
Actual cardholder details are visible under the Cardholder column on the Business expenses page.
Note: The "Assigned to" column will display the default administrator's name, as this column is used to indicate the person to whom the expense is assigned.
These details can also be seen in the My expenses section under the Spender dashboard for the default admins.
The cardholder's name is also visible while editing the spender's expense.
Once the actual cardholder is onboarded to Expense Management:
Any new expenses will be assigned to them.
Existing Incomplete or Complete expenses with no receipt added and not split into multiple expenses will be assigned to them.
If you have any more questions about adding default admins, reach out to our support team at support@capitalone-fylehq.com.