Further to the expense rules that can be created when implementing an expense policy, you can also impose policy rules for your users' mileage expenses.

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.

We recommend only using a Block ruling when no exceptions to the rule can occur.

As shown in the screenshot above, there are several rulings we'd recommend implementing as best practice.

Mileage distance tolerance - If the 'Google Maps distance calculation' setting is enabled in your Advanced Settings, then this rule will allow a user to update the Google Maps calculated distance up to a certain % threshold. If this % threshold is exceeded, the policy rule will be enforced.

Postcode locations - Using Google Maps, this rule will check to see if the postcodes entered by the user are valid within the UK (excludes international postal/zip codes). Setting this rule as Warn is an effective way to ensure users check their postcodes before submitting expenses.

Related articles

Policy rules - Expenses

Create, edit and assign as expense policy

Did this answer your question?