Expense policies define the limits, categories, and conditions under which employees can submit expenses. They are essential for:

• Ensuring consistency and fairness across teams.
• Maintaining control over company spending.
• Guaranteeing compliance with both internal policies and legal standards.

You can create multiple policies to reflect different rules for various departments, roles, locations, or employee types, providing flexibility while maintaining oversight.

Where to find expense policies

1. In your sidebar, go to Spending 
2. Click the Employee expenses tab at the top center
3. Navigate to the Policies subtab
4. From there, you'll see a list of existing policies and the option to create new ones

How to create a new expense policy

1. In your sidebar, go to Spending
2. Click the Employee expenses tab
3. Select the Policies subtab
4. Here, you will see a list of all existing policies and the option to create a new one
5. Click New policy, located at the top right or bottom center
6. Select a policy template (e.g., Meals, Travel, Transport). You can customize everything later
7. Give the policy a clear title, choose an icon, and add a description
8. Under the Limits section, click + Add category to define a rule
   • Choose a category (e.g., Meals, Transport), set a maximum amount, and select a timeframe (e.g., per expense, daily, weekly)
   • Add an optional description of the rule and click Submit. Repeat to add more categories or limits
9. Go to the Assignees section. By default, the policy is assigned to All employees
   • To assign it to specific users, choose Selected employees and use the selector

How to edit an existing policy

1. In your sidebar, go to Spending
2. Click the Employee expenses tab
3. Select the Policies subtab
4. Here, you will see a list of all existing policies 
5. Click the three dots next to the policy you want to edit and select Edit
6. Make your necessary changes, such as updating limits, modifying categories, or changing assignees
7. Click Submit to save your changes

Tips and Best Practices

• Start Simple: Begin with broad policies and add more specific ones as needed.
• Communicate Clearly: Inform employees about which policy applies to them and where they can find the rules.
• Apply Reasonable Limits: Set controls to reduce the risk of overspending and fraud.
• Review Policies Regularly: Align your policies with budget cycles or organizational changes to ensure they remain relevant.

FAQ

1. What happens to expenses submitted before a policy is edited? 
   Edits to an existing policy will only affect new expenses moving forward. Previous expenses will retain the rules of the policy at the time of their submission.