When setting up your Expense Policy, you can configure category limits for expense amounts assigned to specific categories. To do this, click the Category Limits tab when creating or editing your policy.
Note: Ensure all categories have been created before configuring category limits.
Each policy rule can be configured using one of the following options:
Off - The rule is not applied.
Block - Users cannot submit the expense until the issue is resolved.
Warn - A warning message is displayed. If the expense information is correct, the user can click Continue to submit the expense. Otherwise, they can click Cancel to go back and update the expense.
Report -No warning is shown to the submitter, but the issue is visible to Approvers and Finance users.
Each category limit can be applied using the following conditions:
Per Expense - The limit applies to each individual expense created against the category.
Per Day - The limit applies to all expenses with the same date created against the category.
Per Night - The limit applies to all expenses where 'No. of nights' is recorded on expenses against the category.
Per Week - The limit applies to the combined 'Amount' of all expenses created within a week against the category.
Per Month - The limit applies to the combined 'Amount' of all expenses created within a month against the category.
Per Attendee - The limit applies to each attendee on an expense created against the category.
Once a condition has been selected, enter the limit amount in your account's base currency.
Note: When applying a policy with Category Limits to users who have access to a company card, we strongly recommend avoiding 'Block' rules.
Additional Information
To set up additional category limits, click the Add Additional Category Limit + button.
To remove a category limit, click the red X next to the limit you want to remove.
You can use the 'Per Expense' and 'Per Day' conditions alongside the 'Per Week' and 'Per Month' conditions. E.g., if a user submits an expense that exceeds both a category's 'Per Expense' limit of £5.00 and the 'Per Month' limit of £50.00, they will receive a policy issue for both limits when submitting the expense.
Note: If an expense exceeds multiple category limit and one limit is set to ‘Block’ while the other is set to ‘Warn’, only the ‘Block’ policy issue message will be displayed to the user. Once the Block issue has been resolved, any remaining Warn policy issues will be displayed when the expense is resubmitted.