English
Expense policies
An expense policy says what each person can spend and what evidence they need. Each claim is checked against it when sent: if it complies, it's approved on its own. With no policy at all, every claim waits for manual review.
Where it is: Configuration → Expense policies. Who sees it: people allowed to read expenses; creating and changing needs write expense policies, mileage rates, compensation and tax tables (Super administrator). Plan: Expenses and mileage module.
Each policy shows who it Covers (Checks the claims of Field agent in Tijuana), its version In force and a summary of its rules (Meals up to $300.00 per claim · Receipt above $200.00 · Mileage $4.50/km).
Who it covers
| Field | What it is |
|---|---|
| Name | E.g. Field agents, north region. |
| Role | A role or Every role. |
| Territory | A territory (includes those beneath it) or Every territory. |
| Active |
Each claim is checked against the most specific active policy: role and territory, then role only, then territory only, then the one for everyone.
The rules
Leave it empty to not apply a rule. Amounts take up to two decimals, like 150.00.
| Rule | What it is |
|---|---|
| Limits by category | For each category (Tolls, Parking, Parts, Meals, Lodging, Other): Most per claim, Most per day and Needs a ticket. |
| Receipt required above | Claims above this amount need a photo of the receipt; without it they're on hold. |
| Claimed within | km from the ticket's site, or from any point of the day's trail. |
| Hold likely duplicates | Same amount, merchant and day as another claim: it's on hold until cleared. |
| Mileage rate per km | What's paid per km driven in an own vehicle. Without it, the policy pays no mileage. |
| Per diem | What's paid per night of work away from base. Without it, it pays no per diem. |
| Notes | Why the rules changed. |
No rules: every claim is approved on its own.
See what each broken rule does in Expenses.
Versions
Rules change by adding a version, effective from a date after the current one. Add version starts from the latest:
| Field | What it is |
|---|---|
| Effective from | Claims spent from this day on are checked with these rules. |
| The rules | As above. |
| Notes | Why they change. |
Claims already checked keep the version that checked them. The Versions section shows each one (From 1 Oct · Laura Méndez).