Overview : 

We’re excited to announce the launch of Expense 2.0, a major upgrade to our expense management module!

This release introduces a brand-new structure for configuring, managing, and assigning expense policies — offering more control, automation, and flexibility than ever before.

TABLE OF CONTENTS

• 1. New Structure: Categories → Policies
• 2. Policy Setup & Flexible Expense Limits (Per Policy) 
  • 2.a Policy Settings 
  • 2.b Smart Auto-assignment Based on Eligibility 
  • 2.c Customize Expense Form under each Expenses Policy
• 3. Expense Policy Approval Rules
  • Rule Conditions
• 4. Profile Page > Expense Tab: View Assigned Policies & Limits
  • Expense Policy Card & Details
• 5. Expense Submission Flow: Select Policy & View Claimable Balance
  • What’s New in the Submission Page:
• 6. Expense Tab — To Reimburse: New Policy Filter
  • What’s New:
• 7. Expense Tracker: New Policy Filter in Report Downloads
• 8. Expense Claims Sync to Payroll
• 9. Expense Manual Adjustment

1. ✨ New Structure: Categories → Policies

Previously, admins could only configure Expense Categories (e.g., Medical, Travel).
With Expense 2.0, we now introduce Expense Policies, a powerful new layer within each category. 

✅ This structure lets you define different policies (customizable) under the same category — for example: 

Category: Medical Claims
Policies:

• Medical Claims (SG)

• Medical Claims (ID)

• Dental

• Outpatient

Note:

• Duplicate category names are not allowed.

• Duplicate policy names within the same category are not allowed.

• The same policy name can exist under different categories.

2. Policy Setup & Flexible Expense Limits (Per Policy) 

Each Expense Policy comes with its own settings and entitlement logic. 

2.a) Policy Settings 

You can configure:

1) Policy Effective Date

Decide when the policy starts (immediate or future date). 

2) Renewal Month

Define when the policy limits reset (e.g., annually). 

3) Flexible expense limits

Combine any of the following per policy: 

• ✅ Annual Limit
• ✅ Monthly Limit
• ✅ Per Claim Limit

Limits apply per employee, in the same currency. 

✨ This new setup provides significantly more flexibility than the previous rules-only approach, empowering you to standardise spend governance across regions and employee groups.

4) Entitlement Start Date

• Based on the employee’s start date or the later of Policy Assignment / Effective Date. 

5) Proration Settings

Control how limits adjust for new joiners or leavers:

• First Period Proration

• Last Period Proration

6) Deduct Limit Based On

Decide which date the system tracks for deductions:

• Receipt Date
• Submitted Date

2.b) Smart Auto-assignment Based on Eligibility 

Automatically assign policies based on: 

Company, Department, Specific Employees, Location, Position

• Combine multiple criteria (AND within group, OR across groups).

• Ensures each employee is mapped to the correct policy automatically.

• To review who’s assigned to a policy:

  • Go to Expense Category page → Click View Assignees.

2.c) Customize Expense Form under each Expenses Policy

Expense forms can now be configured per policy, not just per category.

 ✅ Add custom fields to tailor forms to each policy’s requirements. 

3. Expense Policy Approval Rules

You can now define flexible approval workflows for expenses by setting additional rule conditions and assigning approvers.

Rule Conditions

You can set rules based on:

1. Amount:
   Trigger approvals for amounts greater than, less than, or between specific values.

2. Category (mutually exclusive with Policy):
   Applies to all policies under the selected category.

3. Policy (mutually exclusive with Category):
   Applies only to the selected policy (new policies won’t inherit automatically).

⚠️ You can combine amount with either category or policy — but not both in the same rule.

4. Profile Page > Expense Tab: View Assigned Policies & Limits

Employees now have a clear view of all assigned Expense Policies directly in their profile.

Each Expense Policy Card displays:

1. Claimable Balances (Annual / Monthly / Per Claim)

2. Effective Date & Policy Period

3. Renewal Schedule

4. Policy Limits & Remaining Balance

5. Associated Expense Records (within current period)

6. Policy History (if applicable)

This transparency reduces employee queries and supports self-service balance tracking.

5. Expense Submission Flow: Select Policy & View Claimable Balance

When submitting expenses, employees now:

        a) Select an Expense Policy (not just a category).

        b) View claimable balance in real time.

Balances are automatically calculated based on:

• Submitted or approved expenses

• Policy’s limit deduction rule (Submitted Date or Receipt Date)

⚠️ Hard Limit Enforcement:
        Claims that exceed available balance cannot be submitted.

6. Expense Tab — To Reimburse: New Policy Filter

Finance and admins can now manage reimbursements more efficiently.

What’s New :

1. Filter by Category and Policy

2. Archived Policies appear in filters for easy reference

3. Exports respect applied filters (data emailed as Excel file)

7. Expense Tracker: New Policy Filter in Report Downloads 

When downloading expense reports, you can now: 

1. Filter by Category or Policy.
   Perfect for:

   • Cost center analysis

   • Regional spend tracking

   • Audit and compliance reporting

8. Expense Claims Sync to Payroll

Expense sync format has been enhanced for clearer reporting.

Previous Format: Category - Merchant
✅ New Format: Category - Policy Name - Merchant

This ensures more accurate reconciliation and reporting alignment.

9. Expense Manual Adjustment

Adjust expense limits manually at any time — no need for an effective date.

Example:

• Monthly Limit: $100

• Adjustment: +$10/month
  ✅ New monthly limit: $110 (until next policy reset)

⚠️ Manual Adjustment will affect BOTH Total Limit & Claimable balance, with expiry of adjustment default set to “Policy Renewal Date”.

Summary

Expense 2.0 provides:

• A more structured and scalable policy system

• Automated assignment and approval flows

• Real-time visibility for employees and admins alike

This upgrade sets the foundation for smarter expense management — reducing manual work and ensuring policy compliance across the organization.

Still Need Help?

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