Expense policies
Make expense rules clear before a report reaches approval.
Status Open Blocking or AcknowledgedAt >= start-of-month
Apply the policy that governs the expense
A report’s governing policy depends on the organization, department or role and the relevant effective date. Configure precedence so overlapping rules do not produce arbitrary results. ExpenseCategories supplies default coding and documentary requirements, while targeted rules handle category limits, business justification and blocked spending. A policy update governs the intended population and period; it must not silently reprice or reclassify a previously approved claim. Retain the reviewed rule basis with the report revision so an employee and reviewer can understand why a finding appeared.
Explain warnings and blocked submissions
PolicyViolations connects each finding to its expense line and rule. Soft findings warn the team. Hard findings require the prescribed explanation before submission, while Block prevents submission until the underlying issue is resolved through the permitted process. A justification records an explanation, not a waiver by the submitter. Finance Reviewer can handle permitted Soft and Hard decisions; stronger exceptions remain with the authorized policy owner. Preserve the original finding and the actor’s response instead of deleting the evidence after a report passes review.
Review patterns without assuming misconduct
Duplicate-receipt, split-purchase and unusual-mileage checks identify work that needs investigation. Their output is a lead for review and does not establish fraud by itself. Finance compares the original receipt, issuer transaction, business purpose and report history before deciding the outcome. Keep an employee’s explanation with the finding and route material exceptions to the Controller when required. Review recurring patterns by category, severity and period to improve the policy and employee guidance. A reporting trend should not broaden an individual manager’s access to another team’s receipts.
Modules
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Expense capture
Turn receipts and expense details into a report ready for review.
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Expense policies
Make expense rules clear before a report reaches approval.
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Mileage and travel
Keep travel claims connected to their dates, routes and approved rates.
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Approval workflow
Give each expense decision a clear owner and a lasting record.
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Reimbursements
Track eligible claims from approval to confirmed payment.
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Corporate cards
Match company-card spending and close each statement with evidence.
Reports
All reportsSpend by Category
Approved spend rolled up by ExpenseCategories.Group → Category for a selected period. Drills into Department × Submitter and into the per-line ExpenseLines grain. The Controller's monthly landing view; sets the M&E budget conversation.
Policy Violation Trend
Count and dollar amount of PolicyViolations by RuleType × Severity × month over trailing 12 months. Highlights repeat-offender categories (alcohol, weekend dining, single-meal cap), drives the policy-tightening review.
Top Spenders
Top 25 submitters YTD by ApprovedAmount with category mix, average ticket size, violation rate, and CorporateCard / OutOfPocket split. Used for both reward (sales travel ROI) and audit (anomaly review).
Roles and permissions
Oversight role. Reviews high-value reports, audits PolicyViolations trends, signs off CardReconciliations, and owns the relationship with the card program and the reimbursement-channel decision (PayrollAddOn vs SeparateACH).
The post-manager approver. Checks policy compliance, releases the reimbursement, owns the CardTransactions matching backlog, and is the primary preparer on CardReconciliations.
Line manager with scope over direct reports only. The first approver in the chain. Sees aggregate spend for own team but cannot see another team's reports.
Self-service submitter. Files own ExpenseReports, uploads Receipts, captures Mileage, registers own Vehicles. Reads own reimbursement status. Cannot see anyone else's data.
A Permissions attribute on Employee — set true when the Employee has at least one CorporateCards.Cardholder = self row in Status: Active. Inherits all Employee permissions plus card-specific surfaces.
Read-only seat for periodic audit sampling — internal Audit team, external auditor, or controls reviewer. Full visibility across the expense surface; access is audit-logged at the row level.
Related processes
Capture and submit expenses
Prepare an evidenced report and send the right revision for review.
4 stages · 0 approvals
Approve and reimburse expenses
Follow the required decisions through to a confirmed employee payment.
5 stages · 2 approvals
Review high-value expenses
Add the required Controller decision without losing the report history.
4 stages · 2 approvals