At a glance
Expense policies allow admins to determine how much employees are allowed to spend on certain categories.
Supervisors and accountants are notified if a submitted expense violates the guidelines.
What are expense policies?
Expense policies are internal company rules and guidelines that define exactly which expenses in connection with business trips are permitted, subject to approval or non-reimbursable. They serve to create transparency and uniformity and to control travel expense costs.
What are the benefits of expense policies?
Due to the fully digital process, companies can keep track of potential breaches of defined policies. In the Circula app, supervisors and accountants automatically receive a notification if a submitted expense exceeds the previously defined spending limits. This reduces manual administrative work and avoids queries about the appropriateness of amounts.
Admins can set amount limits for certain categories within the app. These limits can be defined either per expense or per calendar year.
Examples:
Per expense: “For the category Taxi, no more than 50 EUR can be spent per expense.”
Per calendar year: "For category Flights, no more than 600 EUR can be spent per year.”
As soon as the set limit is reached, a corresponding message appears directly in the expense overview for supervisors and accountants.
Warning in the event of a violated expense guideline.
Setting up and configuring expense policies
Note
This feature is included in the Circula Professional and Circula Professional Plus.
Creating a new policy
As an admin, you can add new expense policies, deactivate existing ones or reactivate them in the Circula web app.
Navigate to "Expense policies" under "Settings".
Expense policies in the web app
Click on the yellow plus.
Creating new policies
Fill in the following fields:
Policy name: Assign a meaningful name that is easy for you and the rest of the company to understand.
Category: Select the category to which the policy should apply.
Select the maximum amount and whether the policy should apply per expense or per calendar year.
Decide whether the policy should apply to the entire company or only to certain persons.
You will see a preview of the notification that supervisors and accountants receive when an expense violates the policy.
Preview of the notification
Click on "Create policy" to complete the process.
Creating a new policy
Who sees the warning in case an expense policy violation occurs?
Submitters, after the expense is submitted.
Supervisors, in the approving process: They can then reject an expense if the policy is violated.
Accountants, in the controlling process: They can then reject an expense if the policy is violated.
Do you still have questions?
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