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Configuring expense policies
Configuring expense policies

How to create a policy | Set up policies for users

Updated over 5 months ago

Expense policies can be configured for various conditions across your business. You can create and modify policies as needed from admin settings.

To go to your admin settings, select the gear icon in the top right corner.

From the left-hand side panel, select Workflows and Policies.

Select the Add new policy button.

If you'd like to create a policy to make receipts mandatory, refer to this article for detailed steps.

In the first section, select the categories that are to be included/excluded​ from the policy. If no category is selected, the policy will run across all categories by default.

In the second section, choose which users are affected by this policy. You can include/exclude employees from the policy conditions.

If no condition is applied, the policy will run for all users across your business.

Select Add employee property to view a drop-down of employees you can select. Make sure the selected property has been enabled and set up before setting the policy.

In the third section, choose specific policy conditions such as amount, projects, cost center, etc. This determines under what condition/scenario this policy will trigger.

Once you have defined all the policy conditions, in the next section, configure actions in the next section to determine what happens.

The following actions can be taken:

  • Flag the expense for approvers and admins: employees can submit the expenses for approval, but approvers will see a red indication on the expense to highlight the policy violation.

  • Show employees a warning and allow them to add a reason: the users will get a pop-up notification warning about the policy violation. They have the option to type a reason for not attaching a receipt to the expense before submitting it for approval.

Finally, you can enter a description. This will be visible to your users if the policy is triggered on an expense. You can use the auto-generate description feature to get an automated description filled in.

Once all the sections are filled in, preview the set policy from the summary on the right-hand side.

Select Save to finish.

Once saved, the policy will be enabled by default. You can always toggle the option off to disable a policy. If the policy is disabled, none of the set conditions trigger any action.

If you have any more questions about configuring expense policies, reach out to our support team at support@capitalone-fylehq.com.

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