The default administrator is responsible for completing expenses on behalf of any employee without access to Expense Management. The default admin completes expenses and submits expense reports for employees who haven’t been onboarded to Expense Management, ensuring that their expenses are properly processed and reconciled.
Assigning a default admin
Only one default admin can be assigned at a time. Once added, the default admin can’t be removed, but can only be replaced by another admin. You can assign the default admin when setting up Expense Management or from the Your tasks page.
While setting up Expense Management
During account set up, task two—Assign default administrator—allows you to set this up. Select the Assign button.
Note: The default admin must be assigned the admin role first, if the admin role is not assigned, their name will not be visible in the drop-down. The admin role can be assigned in the first task of account set up.
Select the default admin from the drop-down list and select the Save and continue button.
From the tasks page
On the Your tasks page, you'll see a task to assign the default administrator. Select the Assign button.
Choose the default admin from the drop-down and select the Save button..
Once the default admin is assigned, all the expenses of all cardholders on your Capital One Business account will be assigned to the default admin.
Here are a few things to remember:
Only the transactions (expenses) that are posted are assigned to the default admins.
Default admins do not receive text notifications for expenses incurred by spenders.
Cards and expenses associated with cardholders without Expense Management access won’t appear in the tool until a default admin is assigned.
Change the default admin
After a default admin is added, you can update or change the default admin in the settings. Default admins cannot be removed, but you can change them as needed.
Access the settings from the left-side panel.
Go to the Employees tab, then select the Assign default administrator page from the drop-down.
Use the drop-down to select the default admin. Select the Save button.
Cardholder details
We assign the expenses of cardholders without access to Expense Management to the default admin. It’s important for the default admin to be aware of the actual cardholder that made the expense.
Cardholder details are shown in the cardholder column on the All business expenses page.
Note: The "Assigned to" column will display the default administrator's name, as this column is used to indicate the person to whom the expense is assigned.
The cardholder column is also displayed in the Your expenses page for the default admins.
The cardholder's name is also visible for the default admin while they are editing the expense.
Once the cardholder is added to Expense Management:
Any new expenses will be assigned to them.
Existing incomplete or complete expenses with no receipt added that hasn’t been split will be assigned to them.
If you have any more questions about adding default admins, contact our support team at support@capitalone-fylehq.com.