Learn about Commercial Rewards Card user roles and permissions

Learn about the different roles that Commercial Rewards Card users can have on the TravelBank platform

Anna Allen avatar
Written by Anna Allen
Updated this week

This article is part of the Commercial Rewards Card free plan guide or Commercial Rewards Card paid plan guide, or both. You can navigate back to each guide with the previous links and take the next onboarding steps.

Purpose

This article describes the different roles that users can have on the TravelBank platform and how those roles affect travel and expense policies.

Audience

This article is directed toward administrators with a free TravelBank expense and travel management account.   

View and manage user roles and permissions

To view and manage your organization’s user roles and permissions, go to the employee directory:

Select “Company Settings” from the TravelBank left navigation menu > “Employees” > “Employee Directory”

The following Table 1 lists the various user roles and the advanced permissions associated with each role.

Table 1. User roles and permissions

Role

Advanced Permissions

Employee/ general user/ cardholder (“None” in the user interface)

  • View corporate cards assigned to their profile

  • View corporate card transactions assigned to their profile

  • View their individual corporate card statement

  • Lock/unlock their corporate card

  • View expenses and expense reports they created

Manager

  • View and approve expense reports created by employees/cardholders they are assigned to as manager (depending on expense policy approval rules)

  • View and approve travel requests created by employees/cardholders they are assigned to as manager

Note: Managers do not have access to view employee corporate card information, even for employees assigned to the manager.

Finance*

  • Approve expense reports, including final approval

  • View all corporate cards within the company

  • View details on individual corporate cards throughout the company

  • Add employee/cardholder to any corporate card in the company

  • Lock and unlock any/all corporate cards within the company

  • View and export all transactions within the company (including access to receipt Amazon Web Services (AWS) links)

  • View statements (cardholder accounts and managing accounts)

  • View and set up payments

  • View Core Insights for the entire company

  • View and approve (once manager approves) all expense reports created by any employee/cardholder

Note: Users with finance permissions cannot create or modify cards. They also do not have access to Company Settings (that is, they cannot add employees, run expense exports, or change expense or travel policies).

Admin

  • Set managers and additional permission levels

  • Reassign users to different managers for expense approval purposes

  • View all corporate cards within the company

  • View details on individual corporate cards throughout the company

  • Add employee/cardholder to any corporate card in the company

  • Lock and unlock any/all corporate cards within the company

  • Create cards

  • Modify cards

  • Access Company Settings (that is, add employees and run and set up recurring expense exports and change expense or travel policies)

  • View and export all transactions within the company (including access to receipt AWS links)

  • View statements (Cardholder accounts and managing accounts)

  • View and set up payments

  • View Core Insights for the entire company

  • View and approve (once manager approves) all expense reports created by any employee/cardholder

*Mark a finance user as approver for entire organization

To have the advanced permissions outlined in the previous table, a finance user must be marked as a “Finance Approver for Entire Organization.” This setting is required in order for finance users to take any corporate card-related actions for their organization, such as seeing payments.

To give a finance user this permission, review how to edit an employee record, and take the following steps:

  1. Locate the employee record you want to change, then select the blue pencil icon at the far-right of the row (see Figure 1).

    Figure 1. The blue pencil icon, outlined for emphasis, located at the far-right of each row/employee record

    Figure 1. Edit icon to make changes to an existing employee record

    This brings up a pop-up window with several fields of information related to the employee (see Figure 2).

    Figure 2. Edit Employee pop-up window

    Figure 2. Edit Employee pop-up window

  2. Select the “Advanced Permissions” field.

  3. Select “Finance” from the dropdown checklist.

  4. When you select “Finance”, a “Finance Approver for Entire Organization” checkbox appears (see Figure 3). Check the checkbox.

    Edit Employee pop-up window with the “Finance Approver for Entire Organization” checkbox outlined for emphasis

    Figure 3. “Finance Approver for Entire Organization” checkbox

  5. Select “Save” to save your changes.


Need help?

If you need help, contact the TravelBank support team:

  • From the website or mobile app: Open the left navigation menu and select “Chat with us”.

Publish date: NA

Last update: April 20, 2024

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