Creating an expense policy allows you to set rules that your users' expenses must follow when they're submitted.
If required, you can also set a default expense policy, which will automatically apply to newly created users.
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 (or the three-dots icon) on the right-hand side of an existing policy to make changes.
Note:
The first expense policy created will automatically be set as the default policy for new users.
To set or remove a policy as the default, click the three dots icon and select Make Default or Remove as Default from the drop-down.
Setting or removing a default policy will not update the policy assigned to existing users.
4. On the Details tab, enter a name for your expense policy and add a description (optional).
If you have an existing policy document, you can upload it here by clicking Browse. Users will be able to download the document when logged into their account.
Note: If you amend the expense policy at any time, you can tick the 'Users must reaccept policy' checkbox. Users will then be required to review and accept the updated policy before they can continue submitting expenses.
5. On the Acceptance tab, you can add a policy statement. You can also tick the Require Acceptance checkbox so that users must accept the policy before they can submit expenses.
Note: Expense policies can only be accepted via the ExpenseIn web portal and not through 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 - Expenses cannot be submitted if they break the policy rule. The policy issue must be addressed before the expense(s) 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 warning is shown to the submitter, but the issue is visible to the Approver and Finance users.
Off - The policy rule does not apply, and no warnings are shown.
7. Click Create to add the policy, or click Update to save your changes.
Note: Once an expense policy has been created, you can Duplicate it and Edit the copy. This is useful if you need different users to follow different expense policies.
How to assign a policy to your users
Once you've created your policy, you'll need to assign it to your users.
Note: If an expense policy is set as the default, it will automatically be assigned to any new users imported via CSV or created manually. If a user requires a different policy from the default, follow the steps below.
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.
4. Choose the required policy from the drop-down and click Update.
Alternatively, you can click the Edit icon next to an individual user and assign the policy directly on their record.