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Create, edit and assign an expense policy
Create, edit and assign an expense policy

Create a new expense policy or edit an existing one, review and update policy rules and assign your policy/policies to your chosen users.

Written by Jack
Updated over a week ago

By creating a policy in ExpenseIn, you'll be able to implement a set of rules for your users to adhere to when submitting their expenses.

Creating and editing an expense policy

To create or edit your expense policy, head to the Admin area and select the Policies heading. You'll then be able to select New Policy, or Edit an existing policy.

On the Details tab, you'll be able to name your expense policy and issue an optional description. If you have an existing policy document, you can upload this too - your users will be able to download it when logged into their user accounts.

On the Acceptance tab, you'll be able to add a policy statement of your choosing. You'll also be able to tick 'Require Acceptance' so that your users have to accept the policy prior to submitting their expenses.

Please note: Your users can only accept your expense policy on the ExpenseIn web portal.

If you amend the expense policy at any time, click 'Users must reaccept policy' (shown in the screenshot above) for your users to review and accept the latest policy again, before being able to continue submitting their expenses. 

Click 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; off, Block, Warn and Report.

  • Block - Users cannot submit the expense.

  • Warn - The message should be reviewed and if it is OK, click on the Continue button to submit the expense.

  • Report - No warnings are displayed to the submitter, but are visible to the approver and finance users.

Click Create to add the policy to your account, or click Update to complete your amendments.

Once you have created an expense policy, you'll be able to duplicate the policy and edit the new one, if you'd like your 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, navigate to your Users section.

  2. Choose the users you want to assign an expense policy to, by selecting them (tick the box next to their name).

  3. Click the Actions dropdown and select Change Policy.

  4. Select the policy you wish to assign from the dropdown list.

Alternatively, you can individually click Edit next to your user's profile and select the policy there. 

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