Expense policies

Expense policies are the rules that sit on top of expense types — they set the value or limit for a type, who it applies to (everyone, a designation level, or a single designation), and, for distance-based types, the distance band it covers. Open the screen from the left menu under Settings → Master Data → Expense Policies.

1. Master Data — Open the Master Data group in the menu.

2. Expense Policies — Then choose Expense Policies.

3. Add Policy — Click Add Policy at the top right.

4. Expense Type — Required. The expense type this policy applies to.

5. Designation Level — (Optional) The designation level the policy applies to.

6. Value — Required. The limit value for this policy.

7. Save — Save the policy.

8. Edit — Click the pencil to update the policy.

9. Delete — Click the trash to remove the policy.

What you'll see

Above the list is a Filter by expense type dropdown (with All Expense Types as the default). The list shows these columns:

• ID
• Expense Type — the type name and code
• Designation Level — the level it applies to, or Global if it applies to everyone
• Unit — for example "km" or "day"
• Min Distance
• Max Distance
• Value — shown as a currency amount
• Priority — when more than one policy could match, the one with the right priority wins
• Status — Active or Inactive
• Actions — edit and delete

Adding an expense policy

1. Click Add New.
2. Choose the Expense Type this policy is for.
3. Choose who it applies to. Either pick a Designation Level (or leave it as Global (All Levels)), or pick a Specific Designation. Choosing one clears the other — a policy targets a level or a single designation, not both.
4. Enter the Value for the policy.
5. Optionally enter a Max Amount (a cap).
6. Optionally enter a Unit (for example "km" or "day").
7. Set a Priority (1 to 100).
8. If the expense type is distance-based, enter the Min Distance and Max Distance (in km) for the band this policy covers.
9. Optionally add a Description.
10. Use the Active switch to set whether the policy is in effect.
11. Click Create (or Create Policy on the full-page form).

Editing or removing an expense policy

• Click the pencil icon on a row to open the Edit Expense Policy panel, make your changes, and click Update.
• Click the delete icon and confirm in the Delete Expense Policy dialog to remove it. This cannot be undone.

How policies are applied

• A policy is matched to a claim by its Expense Type and by who it applies to — a Designation Level policy covers everyone at that level; a Specific Designation policy covers just that designation; a Global policy covers everyone.
• For distance-based types, the Min Distance and Max Distance decide which policy covers a given trip length.
• When several policies could apply, Priority decides which one is used.

Tips

• Use the Filter by expense type dropdown to see only the policies for one type while you're tuning it.
• Set up your designation levels first (see Designation levels) — level-based policies are usually less work to maintain than one policy per designation.
• Use the search box above the list to find a policy.