How to create a new expense policy rule?

Expense policy rules are essential for managing spending and ensuring compliance within your organization. This guide will walk you through creating a new expense policy rule in ITILITE.

Table of Contents

• Interactive Guide
• Pro-Tips & Guardrails
• Verification & FAQs

Interactive Guide

Follow these steps to create a new expense policy rule:

• From your ITILITE dashboard, navigate to Settings > Expense > Policies.
• Click the Create new policy button to open the configuration form. Enter a descriptive name for your policy in the Rule Title field, for example, 'Meals Expense Limit'.

• To apply the policy to specific employee groups instead of all employees, disable the is this policy applicable for everyone toggle. Then, click Add employee parameter.

• Select Department as the employee parameter. From the dropdown, choose the specific department this rule applies to, such as 'Sales'.

• Under Select Category, choose 'Meals' to apply this policy specifically to meal expenses. Then, enter '500' as the expense limit amount. This will flag expenses above this amount.

• Once all your policy conditions are set, click the Create policy button to save your new expense policy rule.

Pro-Tips & Guardrails

Here are some additional insights for configuring your expense policy rules:

• Policy Conditions: Beyond just the expense amount, you can add multiple conditions based on various fields configured for your Categories. This includes receipt presence, custom dropdowns, numbers, toggles, and attachment fields. All conditions within a single policy rule must be met for the policy to be considered violated.
• Action Type: When a policy is violated, you can choose one of two actions: 
  • Allow users to create expense but tag it as outside policy: The expense will be created but marked with an "Out of Policy" tag, and users will see a popup detailing the violation.
  • Don’t allow users to create expenses: Users will be blocked from saving the expense and will receive an error message, which can include an optional admin comment explaining the reason.
• Receipt Requirements: You can set policies to make receipts mandatory above a certain amount. This works in conjunction with your Category settings to ensure proper documentation.
• Policy Changes: Any modifications to an existing policy rule will only affect future expenses or expenses that are edited after the change.

Verification & FAQs

After creating your policy, you can verify it by checking the list of policies on the Policies page. You should see your new rule listed.