What do I need to hand over our ExpensePlus account to a successor?
This article explains the steps required when handing over ExpensePlus to someone else. This will help anyone who is the primary ExpensePlus user in their organisation and who is handing over to a successor - whether they're a Treasurer, Finance Manager, or have any other role.
In this article:
Add the new user, and get them trained
Handover assignments and remove references to you
Add the new user, and get them trained
You will need to add a user account for your successor, or if they already have one, check their permissions are appropriate. If they're going to be the lead user of ExpensePlus for your organisation, they will need to be assigned the Finance Team user role. If they are taking on the role of System Administrator, please see this HelpGuide article for how to do this.
We have lots of great training available for ExpensePlus users. We'd recommend all Finance Team users attend our Online Tour, and our Lunch & Learn sessions will also be useful, covering the different modules of ExpensePlus and areas of fund accounting in more detail.
We also offer additional 1:1 training and support, if that would be helpful.
Hand over assignments and remove references to you
If you're the System Administrator, you'll need to assign another user to this role - see the instructions in this help guide article for more details. You may also need to reassign category approvers. You can do this in bulk, and don't forget to do this for all your funds.
Here are some other places in ExpensePlus to briefly check
- Invoice information - check whether you are you personally referenced in any invoice profiles or invoice templates.
- Payment authorisation - if you use dual payment authorisation, do you need to list the new user and/or remove your name?
Check your subscription status
Is your organisation's ExpensePlus subscription coming from your personal bank account? If so, you'll need to update your subscription details.
Ask a colleague to deactivate your user account
Once you've finished using your ExpensePlus account, you should ask another user from your organisation with Finance Team access to deactivate it, or downgrade your permissions if you will need to retain a lower level of access (for example, for submitting expense claims). Don't forget, it can always be reactivated in the future.
Ensure your successor won't be the only person left in your organisation with Finance Team access - for principles of good governance, and other logistical reasons, we advise having at least 3 Finance Team users in any organisation.
If you are stepping down from your treasurer role, we recommend you update the names on your bank account, so that you are no longer listed as a signatory on your organisation's bank accounts. This will help you avoid issues at the next year end.
To help you better understand how to customise ExpensePlus, please watch the module overview video here.