Configuring Employee Groups

Objective

After completing this lesson, you will be able to create and manage Employee Groups in Concur Expense Professional Edition

Employee Groups

Employee groups define the configuration applied to employee‑related functions such as User Administration, Delegation Configuration, and Company Information. Each Employee group is linked to an Employee form, which captures the user profile data needed for these processes. Employee groups primarily control user-specific settings, access, and permissions.

Side-by-side screenshots showing “Group Configurations” in Expense Administration and “User Profile” in User Administration. A dashed magenta line highlights the “Poland” group on the left, and a magenta box highlights “Poland” selected in the Employee Group dropdown on the right, indicating the group configuration is reflected in the user profile settings

Create an Employee Group

Review the steps below to learn how to create an employee group.

Steps

  1. You must update the Employee Groups list in List Management before creating a new group. On the List Management page, select *Employee Groups - Do Not Change (Contact Client Support) and then select the Modify button.

    Modal window titled “Configuration for Group:” showing Group “*Global‑Mexico.” Fields highlighted in pink include Group Name set to “Mexico” and Employee Form set to “Default Employee Information – Payroll.” A checkbox for allowing employees to edit default approvers is unchecked, with “Cancel” and a highlighted “Save” button at the bottom.

  2. Select the *Employee Groups - Do Not Change (Contact Client Support) folder, and then select the New button.

    Screenshot of a “List Management” page with buttons “Modify,” “New,” “Remove,” and “Import” at the top. A table lists multiple list names with columns for Levels and Vendor List; the row “Employee Groups – Do Not Change (Contact Client Support)” is highlighted with a pink outline.

  3. Enter the Item Name and Item Code and then select Save.

    Screenshot of the “Employee Groups – Do Not Change (Contact Client Support)” list editor. A toolbar above the group tree shows buttons “New” and “Remove,” plus filter options (Show Deleted, Filter By, and a text filter box). A pink highlight outlines the New/Remove buttons and the “Employee Groups” folder in the left-side tree listing countries such as Canada, Czech Republic, Germany, Poland, United Kingdom, and United States.

  4. The newly added list item (in this example, Mexico) appears under the folder. Select Done.

    Screenshot of an “Employee Groups” list editor with a left-side tree of country groups. On the right, the Item Name and Item Code fields are empty and outlined, showing a validation message “This field is required.” The “Save” button is highlighted, with additional buttons “Export Deleted Children,” “Save and Add,” “Cancel,” and “Done.”

  5. Now it’s time to create the new group. From the Expense Administration page, navigate to Group Configurations. Select the Employee tab, and then select Save.

    Screenshot of an “Employee Group” configuration screen showing a left-side tree of country groups (Canada, Czech Republic, Germany, Mexico, Poland, United Kingdom, United States), with “Mexico” selected. On the right, form fields display Item Name “Mexico” and Item Code “MX,” with buttons “Export Deleted Children,” “Save and Add,” “Save,” “Cancel,” and a “Done” button in the bottom-right corner.

  6. Select the created group from List Management and select the Done button.

    Screenshot of a “Group Configurations” page with tabs “Expense” and “Employee” (Employee selected). Buttons “Modify,” “New,” and “Remove” appear above a table listing groups such as *Global (in use), Canada, Czech Republic, Germany, Poland, United Kingdom, and United States, with corresponding paths like “*Global-Canada.” A pink highlight box emphasizes the Employee tab and the New button.

  7. Enter the Group Name, select the appropriate Employee Form, and then select the Save button.

    “Select Group” dialog showing a tree under “Global” with country groups (Canada, Czech Republic, Germany, Mexico, Poland, United Kingdom, United States). “Mexico (MX)” is highlighted, with Cancel and Done buttons at the bottom right.

Result

The new Employee Group appears on the Group Configuration page.

Summary

  • Employee groups are configured to manage user administration and company information​
  • The "Employee Group (DO NOT CHANGE – Contact Client Support)" list must be updated in List Management. ​
  • Feature Hierarchy must be set to use the correct source list. ​
  • The appropriate Employee form must be selected for the group. ​
  • Consistent naming conventions between Employee and Expense groups is crucial.​

Reference

TopicLink
Group Configurations for EmployeesSAP Help Portal

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