Expense Policies: Introduction

Expense Policies: Overview

Expense policies help you control how transactions are submitted, categorized, reviewed, and approved in your Emburse Cards account.

Owners, admins, accountants, reviewers, and managers can select Expense Policy under the Admin tab to view existing policies.

Owners and admins can create rules to require receipts or categories, audit expenses, and automatically approve pre-approvals.

Transaction Requirements

Define when transactions must include additional information.

You can require categories, departments, labels, locations, receipts, or notes for transactions that meet specific conditions, such as exceeding a dollar amount or matching a specific category.

Receipt Requirements

Require receipts for transactions over a specific amount or tied to certain categories, custom fields, or locations.

For more information, see Receipts: Requirements and Capture.

Categorization Requirements

Require a category for specific expenses.

Categories are often mapped to general ledger codes used for accounting.

Requirement Rules

Create rules using the following conditions.

  • Over the amount: Apply requirements to transactions above a specified dollar amount, such as over $100.
  • With a category, department, location, or label of: Apply requirements when transactions match specific criteria.

Suggested Categories

Highlight preferred categories to guide users during transaction coding.

If you suggest Employee Meals and Travel Expenses, those categories appear first in the selection list. Other categories appear under Show more.

Expense Auditing

Require review or audit for transactions that meet specific criteria.

You can require review for transactions over a certain amount or associated with specific categories, custom fields, or locations.

Learn more in Transaction Approval.

Pre-Approvals

Automatically approve pre-approvals that meet defined conditions.

For example, you can automatically approve pre-approvals under a certain dollar amount or from specific merchant types, locations, or custom fields.

For more information, see Automatic Pre-Approvals.

Expense Policy Enforcement

Limit card spending when required tasks are incomplete.

If users do not submit required receipts or complete other required actions, you can restrict card usage until tasks are resolved.

For more information, see Expense Policy Enforcement.

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