When setting up your expense policy, you can set category limits to Block, Warn, or Report on your users' expense amounts for specific categories. To do this, click the Category Limits tab when creating or editing your policy.
Note: You should ensure you've added all of your categories first.
Each policy rule has four options available: Off, Block, Warn, and Report.
Off - The rule is not applied.
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. If not, click the Cancel button to go back and edit the expense.
Report - No warnings are displayed to the submitter, but are visible to the Approver and Finance users.
Each category limit can be applied using the following conditions:
Per Expense - The limit applies to each individual expense created against the category.
Per Day - The limit applies to all expenses with the same date created against the category.
Per Night - The limit applies to all expenses where 'No. of nights' is recorded on expenses against the category.
Per Week - The limit applies to the combined 'Amount' of all expenses created within a week against the category.
Per Month - The limit applies to the combined 'Amount' of all expenses created within a month against the category.
Per Attendee - The limit applies to each attendee on an expense created against the category.
Once selected, you'll need to enter the limit amount in your account's base currency.
Note: When applying a policy with Category Limits to users who have access to a company card, we strongly advise against using Block rules.
Additional Information
To set up additional category limits, click the Add Additional Category Limit + button.
To remove a category limit, click the red X on the right-hand side of the limit you'd like to remove.
You can use the 'Per Expense' and 'Per Day' conditions in conjunction with the 'Per Week' and 'Per Month' conditions. E.g., in the example below, a user attempts to submit an expense that exceeds both the category's 'Per Expense' limit of £5.00 and the 'Per Month' limit of £50.00. As a result, they encounter a Policy Issue message for both limits upon submission.
Note: Where an expense exceeds more than one category limit and one limit is set to ‘Block’ while the other is set to ‘Warn’, only the ‘Block’ policy issue message will be shown to the user. Once resolved, if the expense still triggers any 'Warn' policy rules, these will be displayed to the user upon resubmission for them to review and address as required.