Delegates

A delegate is someone who has been given the role to create and submit a travel and expense document request on behalf of a claimant. This person must have:

•  The delegate role assigned by Financial Services, and
•  Posting ability on the funds and orgns to which the claimant will charge his/her expenses.

To become a delegate, submit a request by visiting www.carleton.ca/travel/account-requests.

Any individual with a Carleton ID can become a delegate if it is within your job responsibilities to act as a delegate on behalf of a claimant. The most common reasons to become a delegate are:

• research admin support
• executive support
• coordinator for visiting faculty and guests of the University in instances of travel and expense reimbursement, particularly where the payment is in a foreign currency

If you are a delegate, you may be responsible for filling out a travel request on behalf of any claimant that is assigned to you.  If you do submit a request, you will be responsible for submitting the supporting documentation and you will deemed the primary contact for the report.  You will be contacted if any additional information is required or if questions arise.  If errors are found in the report, it will be returned to you for correction.

The most common reasons to become a delegate are:

• research admin support
• executive support
• coordinator for visiting faculty and guests of the University in instances of travel and expense reimbursement, particularly where the payment is in a foreign currency

When a delegate fills out and submits a request on behalf of the claimant, he/she will need to submit the Claimant Declaration along with the supporting documentation.  The Claimant Declaration must be signed by the claimant.

If documents are missing, the delegate will be responsible for liaising with the claimant on behalf of the Business Office.

Yes, you can assign your own delegate via the Profile tab in Travel and Expense.  If you add an assignment using this method, you will be required to review any request prior to submission, and you will be notified via email.

It is strongly recommended, however, that you discuss the assignment with your intended delegate first, and have him or her put in the request through the Account Requests process.

If you have paid for another person’s expenses (such as paying for their flight on your own credit card), fill out a claim in your own name.  Indicate in the comments field or in the description of each expense that you paid for the items on behalf of the other person.

If the other person has paid for the expenses themselves, and you want to have them reimbursed, you have two options:

1. Fill out a claim on their behalf as their delegate.  To do so, you must first ensure the person has a travel and expense account, and request to be their delegate. To request an account, go to the Account Request Centre and fill out a New Account Request (http://carleton.ca/travel/account-requests/new-travel-account/).  Once the account and delegate relationship is set up, you can then fill out a claim for that person using the online system, being sure to select the right person from your delegate listing before starting the report.
2. Have the person fill out their own claim using the online system.  If they do not yet have an account, they may request one in the Account Request Centre.