Expense Policies

Set spending limits, require receipts, and enforce expense rules across your organization.

Accessing Policy Settings

1. Click Admin in the sidebar
2. Click Expense Policies
3. Configure your organization's rules

Admin Role Required

Only organization Admins can modify expense policies.

DesktopMobile

Category Limits

Set maximum amounts per expense category:

Setting Limits

1. Find Category Limits section
2. Enter maximum amount for each category
3. Choose limit type:
   • Per expense
   • Per day
   • Per month
4. Click Save

Example Limits

Category	Per Expense	Per Day	Per Month
Meals	$75	$150	$500
Lodging	$300	-	-
Fuel	$100	$200	-
Airfare	$1,000	-	$3,000

What Happens When Exceeded

When an expense exceeds a limit:

1. Item is flagged
2. Warning shown during submission
3. Employee can still submit (with explanation)
4. Approver sees the violation
5. Approver decides to approve or reject

Receipt Requirements

Require receipts for expenses:

Global Setting

1. Find Receipt Requirements section
2. Toggle Require receipts for all expenses
3. Or set threshold: Require receipts over $X
4. Click Save

Common Configurations

Setting	Meaning
Always required	Every expense needs a receipt
Over $25	Small expenses OK without receipt
Over $75	Only significant expenses need receipts
Never required	Receipts optional

Per-Category Override

Some categories may have different rules:

1. Click Category Exceptions
2. Select category
3. Set receipt requirement:
   • Always required
   • Never required
   • Use global setting
4. Click Save

Mileage Settings

Configure mileage reimbursement:

1. Find Mileage Settings section
2. Set Reimbursement Rate (default: IRS rate)
3. Toggle allowed trip types
4. Set daily limits (optional)
5. Click Save

Mileage Rate

Option	Description
IRS Standard	Use current IRS rate ($0.70/mile for 2025)
Custom Rate	Set your own per-mile rate

Trip Types

Enable/disable:

• [x] Business trips
• [ ] Commute (usually not reimbursable)
• [x] Charitable
• [x] Medical

GL Code Mapping

Map expense categories to accounting codes:

1. Find GL Codes section
2. Enter GL code for each category:

Category	GL Code
Fuel	6200-Travel
Meals	6100-Entertainment
Lodging	6300-Lodging
Airfare	6400-Travel
Office Supplies	5100-Supplies

1. Click Save

GL codes appear in exports for easy accounting import.

Blocked Vendors

Prevent expenses at certain vendors:

1. Find Blocked Vendors section
2. Click Add Vendor
3. Enter vendor name (as it appears on receipts)
4. Click Add

When an employee enters a blocked vendor:

• Warning message appears
• Expense cannot be submitted
• Employee must use different vendor

Common Blocked Vendors

• Competitors
• Personal shopping sites
• Entertainment venues (if prohibited)
• Specific restaurants (if policy exists)

Policy Enforcement

Enforcement Levels

Level	Behavior
Warning	Flag violations but allow submission
Soft Block	Require explanation for violations
Hard Block	Prevent submission entirely

Recommended Settings

Most organizations use:

• Limits: Warning (flag + allow)
• Receipts: Soft Block (require for threshold)
• Blocked Vendors: Hard Block (prevent entirely)

Policy Violations Report

See all policy violations:

1. Go to Admin > Policy Violations
2. View all flagged expenses
3. Filter by violation type
4. Export for review

Communicating Policies

Best Practices

1. Document policies clearly
2. Share with all employees
3. Train managers on enforcement
4. Update policies annually

Policy Document

Consider creating a policy document:

1. Spending limits by category
2. Receipt requirements
3. Approval process
4. Exceptions and escalation

You can export policy settings to share.

Testing Policies

Before enforcing:

1. Set policies but don't enforce yet
2. Run a month of expenses
3. Review how many would be flagged
4. Adjust limits if too many/few violations
5. Enable enforcement

---

Next: Billing →