Expense Policy rules can be set within each expense category. Nexonia supports setting a policy warning (Policy Warning) or a submit blocker (Prevent Submit). An item that triggers a policy warning can still be submitted to the approver, but will flag it to the submitter and the approver. An item that triggers a submit blocker will not be permitted to be submitted until it complies with the policy rule. Only administrators are permitted to submit items with a submit blocker.
If submitters trigger a policy warning or submit blocker, they'll be able to click on the warning on the web to see why their expenses has been flagged so they can resolve it.
The Policy Warning flag can be tracked and included in Nexonia reporting, so you can run reports to audit expenses and report on which items were flagged.
Best Practice for Using Expense Policy Rules for the First Time
If you’re not already doing so, you’ll want to set some policy rules around expenses. Setting up at least loose rules with policy warning flags will allow you to use reporting to identify policy changes needed after a few months. Policy warning flags can be tracked and included in Nexonia reporting. Reporting can also Manahelp you identify average spend by category and frequency of violations, giving you data to help further refine your expense policy rules.
Configuring an Expense Policy Rule
The expense policy rules are at the bottom of each expense category's settings.
To edit an expense category, navigate to: Settings > Company > Expenses > Categories.
Click the next to an expense category to configure an existing category.
Scroll to the bottom of the expense category's settings, and you'll find the expense policy rules.
Based on your specific expense policy requirements, you can configure based on some common criteria:
- If value above...: Specify the maximum amount allowed per expense item.
- Tip Above (%): Specify the maximum percentage allowed for tip (requires Tip field to be set to Yes)
- If no receipt and value above...: Specify the maximum amount allowed per expense item when missing a receipt.
- Note: The Receipt field on an expense needs to be set to No for this policy to take effect.
- Policy Text: Enter any guidelines you'd like the users to to see when they use this category.
Once you'd applied your rules, click the "Apply" button to save the configuration.
In the example below for "Parking", we've included the following policy rules:
- Guidelines in the Policy Text on what we expect in the memo field.
- Any expenses over $50.00 will be blocked from submission.
- Any expenses missing a receipt and having a value of $0.00 - $19.99 will be allowed to be submitted but flagged to the approver.
- Any expenses missing a receipt and having a value above $20.00 will be blocked from submission.
- Any expenses submitted over 30 days old will be flagged to the approver.