Best practices for managing expenses on multiple policies
We have employees who can submit expenses under two different sets of policies. They used to toggle between policies in the expenses page when they were coding their expenses.
Now you can only filter expenses by policy (which doesn't help) or change policies in the accounts settings, which changes the policy to all expenses and creates policy violations and confusion to identify which expenses are from which policy. Was this something lost in the new UI? Is there a solution being worked on to make coding with different policies easier?
Best Answer
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Sheena Trepanier Expensify Team, Approved! Accountant, Expensify Student Ambassador Posts: 1,364 Expensify Team@drhaaz, Tyler is correct here and there hasn't been a change to how policies and expenses are tied together.
Employees will have the ability to select a default policy for their account. The default policy will dictate the categories and tags available for coding unreported expenses. Additionally, any new report created in their account will be tied to the default policy. (below)
Since employees need to code expenses across multiple policies, I recommend waiting to do so until the expenses are on a report. By using the report level for coding, you can tie a report to a specific policy.
For example, if I need to code and submit expenses across multiple policies, I'd create a report for each policy as a first step. Once my reports were created, I'd open the report and make sure the report is tied to a specific policy. (below)
After I've selected the policy for each report, I would add expenses to the reports and code from there. By coding after I've added the expenses to the reports, I can make sure that the categories and tags available for expenses are from the correct policy.
Answers
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@drhaaz I believe that expenses have always been associated with reports and reports have always been associated with policies. That's the way that it is working in the new UI as well. Do you see a policies filter on your expenses tab? Here is what I am seeing on mine:
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Thanks for the responses.
I only work with one policy, so I'm really not aware of how this used to work. I have to base it on how the employee remembers his/her experience.
