Understanding and Assigning the Proper Employee Roles

Admin Role

The admin role in Finfare expense management software typically refers to the user(s) who has administrative privileges and oversees the overall management of the software and card management. Their responsibilities may include:

User management: Admins can add, modify, freeze, or remove users from the system. They have the authority to create new accounts and assign roles to employees. They also hold the ability and responsibility of freezing users with compromised accounts, as well as terminating employees that should no longer retain access to charge cards.

Card management: Admins can also add, modify, freeze, or delete cards from the system. Whether there is a new employee that needs a card, an existing card that needs a limit increase, or a card has been misplaced and needs to be temporarily frozen, admins can perform these tasks.

Configuration and customization: Admins can configure the software according to the organization's needs. They can set up expense categories, define approval workflows, establish spending policies, and customize system settings.

Transactions: Admins have access to comprehensive transactional reporting for all cards, regardless of the employee that has been assigned the card.

Accountant Role

The accountant role in Finfare expense management software is specifically assigned to users who handle financial aspects and reconciliations. Their responsibilities typically include:

Expense verification: Accountants review and verify expense reports submitted by employees. They ensure that expenses are accurately recorded, supported by proper documentation, and compliant with company policies.

Financial reporting: Accountants utilize the reporting capabilities of the software to generate financial reports related to expenses, reimbursement trends, budget utilization, and other relevant metrics.

Integration with accounting systems: Accountants may be responsible for integrating the expense management software with the organization's accounting or ERP systems. This ensures the seamless transfer of expense data and facilitates accurate financial record-keeping.

It's important to note that the specific functionalities and permissions associated with each role may vary depending on the configuration and customization of the Finfare expense management software implemented within an organization.

Employee Role

The employee role represents the regular users of the Finfare expense management software. Employees typically use the software to submit their expense claims and manage their personal expenses. Their role includes:

Receipt/document submission: Employees can upload receipts or documents to each transaction.

Policy compliance: It is the customer’s responsibility to set policy surrounding use of the charge cards and other products. Employees must adhere to the organization's expense policies and guidelines. The software has built-in checks to validate compliance with spending limits, categories, and other policy rules as set by the administrator for the business.

Approval workflow: Employees may be required to send their expense reports for approval to supervisors or managers. They can track the progress of their submissions and receive notifications on approval or rejection.

Expense tracking: Employees can view their expense history, track the status of submitted reports, and monitor their reimbursement process through the software.

The table below outlines the roles and responsibilities associated with each role type: