Adding Expense Categories & Policies

Overview:

This article is to assist you on setting up your Expense module by creating Expense Categories, which employees will select from when submitting their claims. Within each category, you can also configure policies to define the expense limits, proration for the employees entitlement, assigning these policies to specific groups of employees and even customising the expense form.

TABLE OF CONTENTS

• Adding Expense Categories
• Adding Policy for your Expense Category
  • General Policy Settings
  • Setting Expense Limits
  • Expense Limit Proration
  • Expense Deduction Date
• Setting Auto-Assignment Rules
• Edit and Customise Expense Form
  • Advanced Settings for Reimbursed Amount

Adding Expense Categories

• Go to Expense > Settings > Expense Category > Add Category

• In the pop-up window, fill in the following details:

  - Category Name

  - Accounting Code (optional)

  - Secondary Code (optional)

  - Colour

  Then click Save.

  
  

  ⚠️ Note: Category names must be unique, duplicates are not allowed.

Adding Policies for your Expense Category

• Under your Expense Category, you can create a policy, or multiple policies later on by clicking on the Add Expense Policy

• Now under the policy settings stage, fill in the Policy Name. 

        ⚠️ Note: Policy names must be unique within the same expense category, but can be duplicated across different categories

• General Policy Settings

  • Policy Effective Date - choose whether the policy takes effect immediately or from a specific future date.
  • Renewal Month - select a renewal month from the dropdown. This is useful for recurring limits (e.g., annual caps).
  • Policy Instructions - optional field. Any notes entered here will be shown to users during expense submission.
  • Entitlement Start Date - defaults to the employee’s join date unless the Policy Effective Date is later, in which case the later date will apply.

• Setting Expense Limits

  • You can set your expense limits by clicking "Yes" under the "Do you wish to set expense limits for this policy?"
  • You can adjust the expense limit under the Entitlements section by toggling on the Annual, Monthly or Per Claim based on your requirements
  • Limits are tracked per-employee and must share the same currency. Once you select the currency, it will be locked for the remaining options
  • You may combine multiple limits to fit your policy needs 
  • Ensure that Monthly limits do not exceed Annual limits, and Per Claim limits do not exceed Monthly or Annual limits. If limits are inconsistent, an error message will appear as shown below:

• Expense Limit Proration

  • Here, you can control how limits are calculated when an employee joins mid-period or leaves mid-period
    
• First Period Proration determines whether the entitled expense limit is granted fully or partially in the first period when the policy is first assigned to a user.
• Last Period Prorations determines whether the entitled expense limit is granted fully or partially in the last period when the policy is removed from a user
• Monthly Prorated means the employee earns the full month expense limit based on their first full completed month (first period proration), or earns the full month expense limit if the employee works for the full month (last period proration). 
• Daily Prorated means the employee earns expense limit based on the number of days he works. It will be calculated based on calendar days

• Expense Deduction Date

  • You can choose for the expense submission to be deducted from the Receipt Date or Submitted Date. 
  • Example:

    An employee submits a claim on 1 Oct 2025, but the receipt date is 29 Sep 2025. The policy has a monthly limit.

    
    

    If Receipt Date is selected, the expense will count toward September 2025’s limit.

    
    

    If Submitted Date is selected, it will count toward October 2025’s limit.

Setting Auto-Assignment Rules

• In this next section, you can configure the policy to automatically assign to Everyone, Specific Groups of Employees or Specific Employees
• If you would like to assign to Everyone, you can select "Everyone" and click "Next"
• If you would like to assign to Specific Groups of Employees, select "Specific Groups", then under the User Group 1 section, click the drop down and select "Specific Groups"
• You can then select criteria fields from the drop down options and also add on multiple criteria
• The group options can be selected by Location, Department, Position, Company or Employees
• You may use the "excludes" and "includes" ruling to configure more specific groups
• Example:

  Assign this policy to employees in Singapore who are in Management or Sales & Marketing, but exclude anyone with the Intern position. This is how you could configure it:

• If you would like to assign to Specific Employees, in the User group 1 section select the "Specific Employees" option from the drop down. You can type in the specific employee names and choose to include or exclude them too
• You can also add more than one group of rules by selecting the "Add User Group" at the bottom

Edit and Customise Expense Form

• Click next and you will arrive at the Edit Expense Form section
• The field names for your Expense form are mandatory for Category, Policy, Claim Amount, Receipt Date and Upload Receipt(s)
• Merchant and Description fields will still appear in the form but you may select for them to be mandatory or optional
• You may also add custom fields into your form. What you will need to do is to save your form first. You will need to add head back to the settings to create a new custom field first before adding into the form
• Go to Expense > Settings > Custom Fields > Add Field
  
• In the pop up, key in your field name and then select the field type that you would want them to input, then click "Save".
• Head back into the Policy within the Expense Category you had created earlier and Add the new custom field which you had created

Advanced Settings for Reimbursed Amount

• Under Advanced Settings, you can define which amount should be reimbursed 
• By default, the amount which will be reimbursed will be the "Claim Amount". 
• If you require it to be another amount, you will need to create a custom field for the amount you wish to select to reimburse and ensure the field type is "Amount"
• Once the custom field is created, you can add it into the form
  
  
• Click on the Advanced Settings and you will see the field option you created. Select the newly created field and then click "Change"
• Last step is to click "Save" at the bottom right and you're done!

Still Need Help?: 

Reach out to our support team should you need further assistance.