What is the difference between a policy and a domain?

1045_Compology Expensify Customer Posts: 1 Expensify Newcomer

I have both a policy and a domain for our company but I don't know the different. Do I need to invite people in both?


  • Sheena Trepanier
    Sheena Trepanier Expensify Team, Approved! Accountant, Expensify Student Ambassador Posts: 1,362 Expensify Team
    edited March 2020

    Hi @1045_Compology, welcome to the Community and thanks for posting your question. I'm happy to break this down a bit more for you though and if you run into more question you know where to find me.

    Think about it this way. As an employee of your company, you have your own account that you can create expenses and submit reports on. However, you need a set of rules to follow and a workflow to submit your reports on. This is where the policy comes in.

    The policy tells its members what criteria they need to meet to successfully submit a report for approval and/or reimbursement in Expensify. The policy contains the categories and tags employees would code expenses with, the approval workflow the report will flow through, the reimbursement account that should be used to reimburse their reports (if your use case is reimbursable expenses), and a connection to the accounting package their reports should be exported to.

    A single company can have many policies, and policies are used to separate employees based on their locations, departments, projects, subsidiaries, or expense type (reimbursable vs non-reimbursable). Employees can belong to one policy or many, depending on which policies they submit reports on.

    The domain however is mostly about granting the company special administrative permissions over the accounts using their domain as an email. In my case, this would be anyone using an expensify.com email address. Domain control gives the ability to delete employee Expensify accounts, add company cards to import expenses directly into their accounts, as well as further restrict accounts to follow submission rules more closely.

    If employees use your domain as their email and you are both a domain admin and a policy admin, you can invite new employees directly to the company policy they should belong to. However, if you a not a domain admin, a domain admin needs to invite the employee to the policy or domain first. Domain control stops people from creating new accounts using your domain as their email, so an admin will need to take that step.

    I hope this helps!