By creating a policy in ExpenseIn, you can implement a set of rules for your users to adhere to when submitting their expenses.
Create or edit an expense policy
1. Go to the Admin area and click Policies.
2. Click New Policy to create a new policy, or Edit to edit an existing policy.
3. On the Details tab, you can name your expense policy and add a description (optional).
If you have an existing policy document, you can upload this here - 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 click 'Users must reaccept policy'. Your users will need to review and accept the latest policy again, before they can continue to submit their expenses.
4. On the Acceptance tab, you can add a policy statement. You can also tick the 'Require Acceptance' box 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.
5. 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. 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.
6. Click Create to add the policy to your account, or click Update to complete your amendments.
Note: once you have 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.
Assign a policy to your users
Now that you've created or edited your policy, you'll need to assign the policy to your users.
1. In Admin, go to the Users section.
2. Select the user(s) you want to assign an expense policy to, tick the box next to their name to do this.
3. Click Actions and select Change Policy.
4. Select the policy you wish to assign from the dropdown list.
Alternatively, you can click Edit next to each User and assign the policy on an individual basis.