Spending Policies

Managing Spending Policies is handled under the Admin area of the product and is only available to ExpenseBot administrators.
Within the administrative area, Spending Policies is the fourth link on the left navigation menu.
The Spending Policy Management area provides a list of spending policies including the policy name, limit amount (if applicable), requirement status, period of the policy, and a link to delete the policy.

By clicking a policy name or the new policy button, an Edit Policy modal will open.

The Category indicates the expense category that this policy will affect.

Limit Amount is the expense amount that, if exceeded, will trigger this policy.

Period is the date range that this policy will review to be triggered. This ranges from per individual expense item, to expenses in a day or in a month (30 day period, not calendar month). An "Information Only" period is also available for cases where the administrator only wants to provide a reminder or note to the user when they are entering an expense that exceeds the selected amount.

If Required is selected, than an expense that exceeds this policy will not be submittable.

The Policy Message is a fully customizable message that the administrator can set to provide additional detail or reasoning to the user when the policy is triggered.

How Policies Manifest for the User / Approver

When a user is entering an expense and selects an expense type that has a policy associated with it, a heads-up will be shown to allow the user to know about the policy before submitting. Once an expense or (as shown here) an expense report is created with violation(s), a stoplight (green, yellow, red) approach shows the user and any approvers what violations are applicable by hovering over the colored indicator. The number after the policy text indicates how many items on the report triggered the policy in question.

When viewing an expense report, individual expenses that have warnings or violations will show the same indicator but only show the violations for that individual expense. Red indicators appear for missing "required" data or for policies that are marked as "required" and have been exceeded.

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