Company administration reports

The reports in this category are generally only accessible by the internal Shared Travel Services administrator.

Account search

This report allows an administrator to view and manage user accounts. If granted the applicable access rights, the administrator can use the report to map/unmap accounts, suspend/reactivate accounts, delegate accounts, or delete accounts. If report scheduling is enabled for your company, additional search options will appear.

Account delegation

This report allows an administrator to see which account holders have delegated coding authority to other employees. Administrators granted a certain access right will also be able to add or remove delegations via this report. If the Travel module is used, administrators can also see which users have travel itineraries and delegate them from one user to another (Note: The Include Travel Itineraries option must be checked, and All Issuers must to be selected from the Account Issuer search field).

Approval role delegation

This report allows an administrator to view which approvers have delegated their approval authority to another employee, who is either a manager or an authorized delegate. Administrators granted a certain access right will also be able to delegate approval roles and remove them via this report.

Statement manager

This report allows an auditor to check if tax receipts and other tax-related documents have been provided by account holders to support their expense claims. With the correct access rights, the auditor can also indicate against a statement or transaction the physical viewing of those tax receipts or documents, and mark receipts for extract.

Taxation analysis

This report allows an administrator or auditor to view the company's total spend and tax details for a given period. This report should typically be used for reconciliation or general taxation reporting.

Transaction transfer

This report is used when an administrator (with the User Right - Transfer Transactions) wants to transfer transactions that have been incorrectly assigned from one account to another. This is normally only used for lodge programs, and Shared Travel Services may have been configured to prevent you from transferring transactions from accounts that are NOT lodge program accounts.

You can view your results in Transaction List view, which displays all the data, grouped by employee. Summary Employee view provides a high-level employee summary, from which you can drill down to the raw transaction listing for each employee. Both views can optionally be displayed with Multi-Select Transactions functionality, which allows you to transfer multiple transactions at once.

To transfer a transaction from one account holder to another:

1. Search for the transaction you wish to transfer.
2. If using the Summary Employee view, drill down to the transaction listing for each employee.
3. Click the double-facing arrows to the far right of the transaction you want to transfer.

   The Account Search window will appear.

4. Search for the account holder you want to transfer the specified transaction to, and click next to the employee.

   The transaction will automatically transfer to the appropriate account.

To transfer several transactions from one or more account holders to another:

1. Search for the transactions you wish to transfer.
2. If using the Summary Employee view, drill down to the transaction listing for each employee.
3. Click beside the transactions you want to transfer. The icon becomes a red check .
4. Click at the bottom of the list of transactions. If you want to select all transactions, click All and click .

   The Account Search window will appear.

5. Search for the account holder you want to transfer the specified transactions to, and click next to the employee.

   The transactions automatically transfer to the appropriate account.

Note: An administrator needs to have a specific right assigned to them in order to use this transfer functionality. Without this option enabled, the report will be read-only. Contact your helpdesk if you want to enable this right.

Transaction transfer - lodge accounts

This report is used when an administrator (with the User Right - Transfer Transactions) wants to transfer transactions between lodge accounts that have been delegated or mapped to them. If the administrator also has the right Admin - Transaction Transfer Lodge Accounts - Unrestricted, they can transfer transactions between all available lodge accounts, not just those that are delegated or mapped to them. An additional Admin - Create Employee Lodge Account right displays a New Employee Lodge Account link on the Account Search screen, allowing the administrator to create a lodge account for an employee if they don't have one.