Page Comparison

Name

Enter a name for the expense policy

User Message

Enter a message to be displayed to the user if they violate the policy. To hide the references to the dollar amount and only display the written user message, include '$$$' at the beginning of the user message (without quotation marks). 

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

• No Select this option if you do not want to flag the line items that violate this policy. This option would only be selected in case the policy is only supposed to trigger an exception approval, rather than flag the lines
• Only at Report Level Select this option if you would like the policy to generate one validation on the report level, rather than flagging each line item on the report.
• Yes 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:

• Disabled: This policy will not trigger additional 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 A Team approval: If the policy is violated, the report will be sent to the report owner's A Team Exception Approval. The corresponding approval groups need to be set up under A Team Approval type
• 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. The corresponding approval groups need to be set up under B Team Approval type
• 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 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 assigned to this policy directly

Replace Current Approval Flow

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

• Yes When routing an expense report to an additional approver an administrator will have an option to bypass this exception approval level
• No When routing an expense report to an additional approver an administrator will not be able to bypass this exception approval level

Allow Release

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

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

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. If an amount on a report is in a foreign currency, it will be converted to this specific currency for comparison
• 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, the amounts entered only in the specified currency will be validated.
• 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 a specific mileage rate
• 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):  The policy applies against the employee expense Limit Setup, set up either by month or by year
• Percentage Employee Limit by year: The policy is defined based on the limit defined in the employee Limit setup, as long as the limit is setup by year option.
• Percentage Employee Limit by month:  The policy applies against the employee expense Limit Setup, set up by month
• Percentage Employee Limit by quarter: The policy applies against the employee expense Limit Setup, limit set by quarter
• Tip Percentage: The policy is based on the percentage of tip.
• Compare Additional Decimal Field to Business Amount: Validates the amount entered in the Additional Field against the business amount of the line. The additional field needs to be setup as a decimal and the policy query needs to reference this additional field.
• • Percentage Break Down Per Diem Breakfast: the policy applies against the per diem break out amount for breakfast. This policy only applies to expense type setup with format "Other" with flag breakfast/lunch/dinner
  • Percentage Break Down Per Diem Lunch: the policy applies against the per diem break out amount for lunch. This policy only applies to expense type setup with format "Other" with flag breakfast/lunch/dinner
  • Percentage Break Down Per Diem Dinner: the policy applies against the per diem break out amount for dinner. This policy only applies to expense type setup with format "Other" with flag breakfast/lunch/dinner

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:

• Between
• Equal
• Greater (>)
• Greater or Equal (>=)
• Less (<)
• Less or Equal (<=)
• Not Between
• Not Equal

Amount/Percent

Enter the allowed amount/percentage required by this policy. This amount applies to the report owner only.

Amount/Percent (For Attendees Only)

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

Business Amount Included

Indicate whether the policy limit applies to/includes the business amount of an expense line item