Creating an expense policy in ExpenseIn allows you to implement a set of rules for your users to adhere to when submitting their expenses.
How to create or edit an expense policy
1. Click the Account Name > Admin.
2. In the Account Setup section, click the Policies subheading.
3. Click New Policy to create a new policy, or click the Edit icon on the right-hand side of the policy to edit an existing policy.
Note: You can also click the three dots icon and select Edit from the drop-down to edit the policy.
4. On the Details tab, name your expense policy and add a description (optional).
If you have an existing policy document, you can upload this here by clicking Browse - your users will be able to download the document when logged in via their user accounts.
Note: If you amend the expense policy at any time, you can tick the 'Users must reaccept policy' checkbox. Your users will then need to review and accept the latest policy before they can continue to submit their expenses.
5. On the Acceptance tab, you can add a policy statement. You can also tick the 'Require Acceptance' checkbox so that your users have to accept the policy before they can submit their expenses.
Note: Your users can only accept your expense policy on the ExpenseIn web portal and not via the mobile app.
6. See the following Help Articles for more information and best practice on the remaining tabs: Expenses, Mileage, Category Limits and, if enabled, Receipts and Duty of Care.
All policy rules have four options: Block, Warn, Report and Off.
Block - The expenses cannot be submitted if they break the policy rule. The policy issue must be addressed before the expense can be submitted.
Warn - The user must review the system warning and click the Continue button to submit the expense if they are happy to proceed. If not, the user must click the Cancel button to go back and make the required changes.
Report - No warnings are displayed to the submitter, but are visible to the Approver and Finance users.
Off - The policy rule does not apply. No warnings are displayed on the expense.
7. Click Create to add the policy to your account, or click Update to complete your amendments.
Note: Once you've created an expense policy, you'll be able to Duplicate the policy and Edit the new one. You might want to do this if you would like different users to follow different policies.
How to assign a policy to your users
Once you've created your policy, you'll need to assign the policy to your users.
1. In Admin, go to the Users section (found under the User Management heading).
2. Select the user(s) you want to assign an expense policy to by ticking the checkbox(es) next to their name(s).
3. Click Actions and select Change Policy from the drop-down options.
4. Select the policy you wish to assign from the drop-down and click Update.
Alternatively, you can click the Edit icon next to each user and assign the policy on an individual basis.