Understanding Employee Profiles

Every employee that uses the JD Edwards EnterpriseOne Expense Management system must have an employee profile set up. The employee profile defines how an employee's expense reports are processed and reimbursed. The employee profile specifies:

Whether the reports must be approved and by whom.
You can override the option from the group profile to require or not require manager approval, and you can specify the manager.
Whether the expense reports must be audited.
The group profile to which the employee is associated and the overrides for the reimbursement method and currency.
Whether the employee is allowed to enter expense reports for others.
You can authorize the employee to review and enter expense reports for coworkers. You use an organizational structure to set up a hierarchical relationship between the employee who is authorized to review and enter expense reports for coworkers and the coworkers involved.
Note: You cannot authorize more than one person to review or enter expenses for another. For example, if you authorize Mary Smith to review the expense reports for Bill Jones, you cannot additionally authorize Jane Miller to review expense reports for Bill Jones.
Whether the system pays the employee's credit card directly.
You must set up credit card information for the employee to reimburse the credit card company directly.

You can set up an employee profile to allow approvals by multiple managers instead of just the one manager whose address book number is specified on the employee profile. To enable multiple managers to approve an expense report, you use the Structure Type field to associate the employee with a distribution list.

If the distribution list is set up incorrectly, the system issues warnings when you set up the employee profile. For example, if the employee profile manager is not included in the distribution list that is associated with the structure type on the employee profile, then the system issues a warning. The employee can still submit expense reports for approval, but the manager does not receive the approval request. The system also issues a warning if an employee is in the final approval group level in the distribution list that is associated with the structure type on the employee profile. Because this distribution list does not contain a higher level approver to whom to send an expense report, the system issues a warning. If this situation occurs, the system automatically sends the approval request to the manager specified in the employee profile.

Incorrectly set up distribution lists cause errors when you run the following batch programs:

Employee Profile Batch Creation (R09E121)
Update Manager ID (R09E140)
Update Employee Profile Structure Types (R09E0150)

Note: If the manager on the employee profile is not included in the group distribution list, the workflow process for a distribution list does not fail.

You can either set up the employee profile manually using the Employee Profile Entry program (P20103) or run the Employee Profile Batch Creation program (R09E121) to create the profiles automatically. This table lists some of the advantages and disadvantages of both methods:

Employee Profile Creation Method	Advantages	Disadvantages/Limitations
Manual	At the time you enter the employee profile, you can additionally set up: Credit card information. Multiple employee authority. (Release 9.2 Update) Multiple employee expense submission Override for manager approval option that is set up in the group profile. Option to audit expense reports.	You must set up all records individually, which could be time consuming.
Automatic	You can set up multiple records quickly. You can run the program multiple times using different criteria that allows flexible setup.	You must assign these values manually: Credit card information. Multiple employee authority option and designation of employees. (Release 9.2 Update) Multiple employee expense submission. Employee's manager. Override from the group profile for manager approval. Option to require audit. If managers are not assigned from the employee master record, you must assign the same manager to all records that are processed, or you must assign the manager manually.

Employee Profile Creation Method

Advantages

Disadvantages/Limitations

Manual

At the time you enter the employee profile, you can additionally set up:

Credit card information.
Multiple employee authority.
(Release 9.2 Update) Multiple employee expense submission
Override for manager approval option that is set up in the group profile.
Option to audit expense reports.

You must set up all records individually, which could be time consuming.

Automatic

You can set up multiple records quickly.

You can run the program multiple times using different criteria that allows flexible setup.

You must assign these values manually:

Credit card information.
Multiple employee authority option and designation of employees.
(Release 9.2 Update) Multiple employee expense submission.
Employee's manager*.
Override from the group profile for manager approval.
Option to require audit.

*If managers are not assigned from the employee master record, you must assign the same manager to all records that are processed, or you must assign the manager manually.

The system stores employee profiles in the Employee Profile Definition table (F20103). The system stores credit card information in the Credit Card Information table (F0075).