Travel Expense Reports Web Training Guide

Module 6 - Proxy management

Module Objectives

At the completion of this module, you should:

• Know how to Login to Extensity Expense Reports.
• Know what to do if you forget your login ID or password.
• Know how to exit.
• Know how to create a proxy user.

Manage Proxy Users

A proxy user is someone to whom you provide the authority to create travel expense reports for you in your absence. This proxy authority does not allow people to submit or review and approve documents for you.

Your department may have assigned central proxies.  Check your proxies using the instructions below - you may not need to add any.

Create a Proxy User

To create a proxy user that will have access to create and edit Extensity documents for you:

1. From the Universal In-box, Click the User button .

   

2. Select the Proxy Tab in the User Information window.

   

3. Select your proxy by clicking on the search button to find the person's user ID or enter a valid user ID in the New Proxy User ID field (skip to step 6 if you enter the User ID).  Note:  If your department has set up central proxies, the proxies will be listed as a current proxies when you first click on the proxy tab. 

   

4. To begin your search, enter the last name of the user you are seeking in the Last Name field.  Click on the Find button .

   

5. Click on the User ID for the user you would like to assign as your proxy user.  The user ID and name will be highlighted as shown below.  Click on the OK button to return to the User Information window.

   

6. Click on the Add button on the Proxy tab of the User Information window.

   

7. Click on the OK button to create your Proxy user.

   

8. Acting as Proxy

   

   To begin a proxy session

   Note: A user must have designated you as their proxy for you to begin a proxy session in their name.

   1. Click the Proxy User button on the Universal In-box screen.

   2. On the Proxy User screen, select a user name you want to act as proxy for from the "Proxy for" drop-down list.  Note:  You may be a proxy for several different people so make sure you select the correct person from the list.

      

       

   3. The Universal in-box title bar changes to indicate that you are now a proxy for another user.

      

   4. Click the OK button .

   5. You may then edit or add new Expense reports for the person who designated you as proxy.  

   6. Click the Done button after you have entered all of the expense items for the person who designated you as proxy.

   7. Select "Keep it - I'll work on it later" from the popup box to save the expense report.   Note:  The person who designated you as a proxy will have to log into Express and actually submit the expense report.  

      

   To end a proxy session

   1. Click the Proxy User button on the Universal In-box screen.

       

   2. On the Proxy User screen, click the End Proxy button .  Note:  The name in the Proxy for box is not relevant at this point.

   

You have reached the end of Module 6. Click the left arrow to return to the previous module. Click on the right arrow to continue on with the next module. Make a selection from the Table of Contents on the left. Go to the Express website http://www.express.ucla.edu. If you wish to exit, close your browser.