Policy rule to not allow non-reimbursable expenses to be Submitted if credit card import active

InnovAsian

A scanned/manual expense created and marked non-reimbursable would typically mean it will have a matching credit card imported transaction. The system will merge these together once they both exist. The issue is a merge cannot be done if one of the transactions is on a submitted expense report and one is still unreported.

An example is someone who scans their receipts for a credit card purchase, adds it to a report and submits the report the next day. This is too fast for Amex to report the charge and the imported credit card transaction is left behind. You have to reject the expense on the processing report and then it can be merged.

All these extra steps can be avoided if a policy setting was available to not allow it to be submitted without it being merged.

If the user only attaches a receipt to the imported card transaction and submits it, this should not create a policy violation.

Rachael Hopkins

Hi @InnovAsian Welcome to the Expensify Community!

I think in essence what you are looking for is the ability to say that non-reimbursable 'cash' expenses cannot be submitted.

Don't forget to vote for your own idea!

InnovAsian

Nope. I want non-reimbursable expenses to be submitted, only when they have been merged with the credit card transaction.

InnovAsian

Use Case:
John scans the meal receipt he charged to the company Visa card. The Domain policy sets the expense of non-reimbursable by default (correct behavior). His personal policy placed the newly created expense on his weekly expense report. The report was submitted later that day to his manager. Three days later, the Visa expense is imported. It does not merge with the scanned receipt because it is on a submitted report.

John's manager approved the expense report. John does not know what to do with the Visa imported expense, so he deletes it.

If a policy was able to stop John's scanned expense from being submitted until 3 days later, he would not have an orphaned expense.

GWPUB_Admin

So I am actually interested in the suggestion by @RachCHopkins. We do not want our users to be able to submit non-reimbursable expenses at all. We only use Expensify to reimburse employees directly. There doesn't appear to be any way to remove the checkbox for non-reimbursable. They check expenses as non-reimbursable by accident (or ignorance) and it just keeps their expense report from exporting to our accounting system. It seems that a given policy should allow you to limit options to reimbursable, non-reimbursable, or allow both.

Jason_Richards_25

@GWPUB_Admin someone else gets it! Out of pocket non-reimbursable doesn't make sense.

Rachael Hopkins

Update on this one - better late than never - you now have the ability to set this on the Expenses tab of the Policy Settings. The options are:

• Reimbursable by default
• Non-reimbursable by default
• Always reimbursable
• Always non-reimbursable

The 'Always' options will remove the checkbox from the expenses entirely.

We also have a custom workflow which can be added to your policy which prevents submission of non-reimbursable cash expenses. i.e. prevents non-merged card receipts from submitting. Just message Concierge to have this added to your account.

krobinson

Is this still possible? I reached out to Concierge to prevent non-reimbursable cash expenses from being submitted but they didn't really seem to know how to help, they just told me about changing the "Preferences". That wouldn't solve the problem because we do want reimbursable cash expenses to be submitted or non-reimbursable card expenses

Karisa Latta

Hey @krobinson !

We evaluate these on a case by case basis. Can you please tell Concierge that you are interested in setting up a custom DEW approval process? Those key words should get you to tier 2 or 3 support who can help further.

Thanks so much!