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Step 1: Expense Policy Set up

Field

Description

Name

Enter a name for the expense policy

Rule Apply On

Select how the amounts will be totaled:

  • Total Per Report will validate the rule's maximum charge against the total amount of the expense in the selected expense type group or expense type (will not include per diem or advances).
  • Total by Day will validate against the total amount of the expenses in the selected expense type group or the selected expense type charged in a single day. 
  • Per Line will validate against each individual charge of the selected expense.

Flag Lines

Indicate whether you want a message to appear on the lines that violate the policy

Approval Option

Select if this policy will trigger any type of approval:

  • Enabled Approval by owner whenever the report created by proxy: If a report is submitted by a proxy, it will not be released to an approver until the owner re-releases it.
  • Enabled Approval by owner whenever the report modified by others: If a report is modified by a proxy or an approver, the report must be re-released by the owner.
  • Enabled Based on Employee Home Department: If the policy is violated, the report will be sent to the report owner's Home Department Manager.
  •  Enabled Based on B Team approval:  If the policy is violated, the report will be sent to the report owner's B Team Exception Approval.
  • Enabled Based on A Team approval: If the policy is violated, the report will be sent to the report owner's A Team Exception Approval.
  • Enabled Based on Main Team approval: If the policy is violated, the report will be sent to the report owner's Main Team Approval.
  • Enabled Based On This Policy: If the policy is violated, the report will be sent to the approver as
  • Disabled: This policy will not trigger additional approval.

Replace Approval Flow

Indicate whether you want the default approval flow to be replaced by the approval flow attached to this policy. If you select "No," any additional approval will be appended to the approval structure based on the Approval Sequence Table.

Allow Release

Indicate whether you want this Expense Report to be released if it violates the policy.

  • Yes but Notes Required: User can submit the expense, but must enter data into the Expense line's notes field.
  • Yes: The system will warn the user that a policy has been violated, but will allow the user to submit the report.
  • No: The system will not allow the report to be submitted unless the policy violation has been corrected.

User Message

Enter a message to be displayed to the user if they violate the policy.

Amount Type

Enter an Amount Type for the policy:

  • Absolute Amount for a specific Currency: The policy is based on an amount in a specific currency.
  • Absolute Amount based on Report Currency: The policy is based on an amount in the currency selected on the cover page of the expense report.
  • Percentage Max Per diem: The policy is based on a percentage of the Max Per Diem.
  • Percentage Meals Per diem: The policy is based on a percentage of the Meals Per Diem.
  • Percentage Lodging Per diem: The policy is based on a percentage of the Lodging Per Diem.
  • Percentage Lodging + Meals Per diem: The policy is based on a percentage of the Lodging and Meals Per Diem totaled together.
  • Mileage Rate: The policy is based on
  • Mileage/km Unit: The policy is based on the number of units entered.
  • No specific amount, only exists: The policy is not based on an amount. This will remove the remaining fields.
  • Percentage Employee Limit (by month or by year):
  • Percentage Employee Limit by year
  • Percentage Employee Limit by month
  • Tip Percentage: The policy is based on the percentage of tip.

Currency

Select a currency for the policy to be applied in. This is only required for Amount Type: Absolute Amount for a specific Currency

Operator

Use the operator to select what is allowed under this policy:

  • Greater than
  • Less than
  • Not Equal to
  • Equal to
  • Between
  • Greater than or Equal to
  • Less than or Equal to

Amount

Enter the allowed amount this policy is based on. This amount applies to the report owner only.

Amount (Attendees Only)

Enter the allowed amount that applies to any attendees added to this expense type (This is only used for polices that are enforced By Line).

Include

Indicate whether the following amounts are included in the total:

  • Business Amount
  • Tip
  • Alcohol
  • Tax

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  • In the Query Field, select which attribute you would like to query against.
  • Select the Condition of the query. These conditions may vary or even be removed depending on the Query Field selected.
    • In: Select from a group and include in the policy
    • Not In: Select from a group and exclude from the policy
    • =: Query against an individual ID.
    • <>: Query against all except an individual ID.
    • Like: Query against a portion of an ID
    • Not Like: query against all IDs that do not satisfy the portion of of the ID
  • Enter the Value of the query.
    • In or Not In: Click on the browse icon to bring up a list of available values. Select from the list and click OK.
    • = or <>: Enter the specific ID
    • Like or Not Like: Enter a portion of the ID using the '*' as a wild card.
  • Click the Apply button.

  • Repeat until all applicable queries are added.

    Info
    titleValidating Custom Fields

    To validate against custom fields in the new admin, you must enter the data in the following format.

    • In the Query Field, select either "Report custom field" or "Expense custom field"
    • In the Parameter field, you must enter the parameter in the following format:
      • <CustomFieldID>CustomFieldValue

    For example, if I want to validate Custom Field ID #13 with value Y, I would enter: 

    Image Modified
    In this case, "Y" is the FIELD_CODE for "Yes" in that Group.


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  • Click on the Approvers link for the level you wish to add approvers
  • Click Add and select the Employee from the Employee list.
  • Click OK when finished

  • Select the following attributes for each approver:

    Attribute

    Description

    Entry Typ

    Time/Expense: the approver can approve both Timesheets & Expense Reports
    Expense: the approver will only approve Expense Reports
    Time: the approver will only approve expense reports

    Approval Right

    Approve Only: The approver may only approve or reject the expense lines assigned to him Modify and Approve: The approver may modify the expense report as well as approve it.

    Approval Type

    Both: The approver can approve all expense reports routed to this approval group
    Primary: The approver approves all expense reports except for their own that are routed to this approval group. Secondary: The approver only approves the primary approver's expense reports

    Email Option

    Determine whether or not to e-mail this approver based on this policy.

    Active Flag

    Determine whether or not this approver is currently active.


Info

If the policy is modified in anyway, you must Publish the policy again by clicking the corresponding Publish link. This verifies that the query is valid. If a policy is not published, it will not be used in the validation process, even if it is active.

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