Roles and Permissions: Admins, Managers, and Employees

SVB T&E allows your organization to give users the following roles: 

• Employee
• Manager
• Admin

Each role comes with specific permissions. 

Assign Employee Role Permissions

Employees are standard users who need to submit expenses for approval and reimbursement. They have the most limited access level in SVB T&E. Unless they have been assigned as a delegate, they can view and manage only their own reimbursable expenses and corporate card transactions. Employees cannot access or approve expenses for other users, change account settings, or invite new users.

Permission	Employees can	Employees cannot
Expense Management	Create, edit, and submit reimbursable expenses for approval	View, edit, or approve other users’ expenses unless assigned as a delegate
Expense Tracking	View the status of submitted expenses and reimbursements	Create or modify expense rules or approval workflows
Receipts and Documentation	Add receipts and supporting documentation to expenses	Access company-level settings, integrations, or bank information
Corporate Card Management	View and categorize their own corporate card transactions	Invite or deactivate users
Account Access and Profile	Edit personal account information such as profile and payment details	Approve or initiate payments for any expenses

1. In the SVB T&E sidebar, select the Admin tab, then select People. 

   

2. Find the user and select the Edit button to the right of their name.
   
3. Use the Role drop-down to select Employee,
4. Select Save.  
   

Assign Manager Role Permissions

Managers are users who have the ability to approve the expenses of the employees who report to them directly. Admins may assign a Manager role to other Employees of the team to create an additional layer of approval in the expense flow.

Managers can only view the expenses of all employees they are managing directly. 

Managers may also be assigned as a delegate in order to view and manage other users' reimbursable expenses and corporate card transactions.

Assign a Manager to One User

1. On the People screen, select the   Edit button to the right of the user's name. 
   

2. On the Edit User Profile screen, select the desired manager in the Managed By drop-down, then select Save.

   

Assign One Manager to Multiple Users

1. On the People screen, check the box to the left of each user you want to assign and then click Edit.

   

2. On the Edit Profiles screen, use he Managed By dropdown to select the desired manager. Don't forget to click Save. 

   

Assign Admin Role Permission  

Admins have access to all account information and settings, including:

• Admin approval will trigger payment for reimbursable expenses
• Admin approval completes the approval flow for card transactions
• All Final Approvers will see expenses that need final approval
• Invite new users to the SVB T&E account 
• Company bank account and bank transfer history
• Accounting integrations
• Customizable feature settings
• App integrations
• All expenses submitted by employees of the organization
   

1. In the SVB T&E sidebar, select the Admin tab, then select People.  
2. Find the user and select the   Edit button to the right of the user's name. 

Alternatively, you can select multiple users by clicking the checkboxes to the left of their names, and then selecting Edit.

3. Use the Role drop-down to select Admin then select Save. 

What If I Have Both Admin and Manager Permissions? 

The expenses of the people you manage will go directly to your Reimbursements screen or Card Transactions screen, and your approval will be final. This means the payment process for reimbursable expenses will begin, and corporate card expenses will be synced with your accounting software.  

*Please Note: All of a manager's assigned employees must be removed before that manager can be downgraded to an employee in SVB T&E See FAQ: How Do I Downgrade a Manager to an Employee?

Remove Final-Approval Permission for Admins

If you have an accountant you want to invite to SVB T&E or you need someone else to be able to invite users but do not want them to approve expenses, you can add these users to your account as admins and then turn off their Final-Approval permission via the Approval Permission toggle.

Admins who do not have Final-Approval can do everything that admins can do, including creating standard expense rules and policies, with the following exceptions: 

• They cannot approve expenses for payment
  • They can still 'manager approve' an expense, if they're a manager, but it will still require approval from an Admin with 'final approval' permissions
• They cannot complete the approval flow for card transactions via approval 
• They cannot create auto-approval rules
• They cannot make other people admins
  • They can invite people, and they can edit other information about people, but they can't make people admins
• They cannot deactivate users

*Please Note: Non-final approval admins will receive the following error when they do not have permission to complete an action: User is a non-approval admin.

To set these permissions,

1.  Navigate to the People page and click on the appropriate Admin's name.  

2. On the Edit User Profile screen, toggle off Approval Permission to remove the admin's Final-Approval permission. 

Which Roles Can Act as Delegates? 

• Employees and managers can submit both corporate card transactions and reimbursable expenses on behalf of their delegators. 
• Admins cannot work as delegates for other users, but they can submit corporate card transactions for any user via the Card Transactions screen.

See How to Assign a Delegate for complete details.