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Admin Webinar Q&A - 19 December 2018

Ariel GreenAriel Green Posts: 11 Expensify Success Coach

Today’s recording is here and the guide is here.

Setup Tasks

I have policy set for submit and approve, but it seems like reports are approved when submitted instead of going to be for approval. What am I missing?

It sounds like you might have Concierge Report Approval enabled, which means that Concierge is approving these reports on your behalf. Learn more on that
here
and get in touch with us at [email protected] if you need more account-specific guidance.

Can you define policies? Just need another way to think of it since it's not obvious to me.

A policy is a set of rules and guidelines that are applied to a specific group of users. You can read about adding them on the category level
here
and on the tag level here.

The idea of having multiple policies. Why would that be necessary for one company?

You may want multiple policies within a single company if you have different sets of rules for different groups within that company. For example, perhaps the CEO doesn’t have a limit on how much they can spend on meals, but the sales department does. You would create a separate policy for each of these groups.

Can you print out all the questions asked to create a policy?

There’s an overview of policy setup here.

How and where do I add G/L accounts manually to a tag?

You would need to do this via multi-level tags. You can learn more about that here and you’ll make these changes via Settings > Policies > Group > [Policy Name] > Tags

Can you show how G/L Mapping works?

In order to see GL codes in Expensify, you would need to update the account name to include its GL Code. This means, if you just want to see the code, instead of a category/account name, you would just replace that account name with the GL Code on the integrations side. Once completed, you will want to sync your connection to import any changes to the account list.

Can you choose which QBO G/L account a user can use? For example you wouldn't want a user to charge to revenue.

When you integrate with QBO, your chart of accounts will be imported as categories. You can disable any categories you don’t want your employees to have access to.

Can you quickly go over how per diem works?

Please find more info on this here.

For Canadian receipts that are automated, the eReceipt won't show the tax. How can I see the tax?

You can set up tax tracking on the policy level under Settings > Policies > Group > [Policy Name] > Tax.

Can you copy and paste tags and policies? The idea being that if there are minor difference you don't have to recreate again.

You can "Duplicate" an existing policy you're the owner of from the Policies page. When you do, you'll have the chance to choose which settings you'd like to copy to the new policy.

Can I have two policies within the same company?

Absolutely, you can create as many policies as you need. You will only be charged once for each user regardless of how many policies they are active on.

I have tax tracking set up but the eReceipts are not listing the tax as would a normal receipt. Why?

eReceipts are imported directly from your credit card and will not include tax information. You will need to scan the original receipt to display the tax breakdown.

Expenses

If Scheduled Submit is on monthly and set to the 15th: would that submit on the 15th for the last 30 days (ie 16th -15th)? or for the previous month (1st-30th), submission on the 15th?

Great question! Scheduled Submit will automatically submit any open reports at the time of submission. So if set to the 15th, it would submit the last 30 days (16th-15th).

Each expense can have only one category but multiple tags, is that right?

Correct!

What is the difference between tag and category?

Each expense can only have a single category but can have multiple tags. Categories typically align with your chart of accounts from your accounting software (and if you use an accounting integration, we will automatically keep these in sync). Tags are a little more flexible and are useful, for example, to associate an expense with a specific job/customer or trip/event.

Can you show how to add a GL code?

You can set GL codes up within your categories via Settings > Policies > Group > [Policy Name] > Categories > Categories.

When something is not within the policy rules will it still allow the employee to submit? For example if they do not attach a receipt and the policy says they must have one will it still allow the employee to submit?

If you have Domain Control enabled, you can strictly enforce policy rules and prevent expenses with violations from being submitted. If you do not have Domain Control enabled, employees will still be able to submit expenses (though they will be flagged for the approver). Learn more on that feature here.

If someone has a cash receipt and we need to reimburse, how will the expense be flagged in the system as a cash expense?

Each expense can be designated reimbursable or non-reimbursable. There is a checkbox on the expense level that can be toggled to indicate this.

Is there a way to delete an expense that has been submitted, who has the rights to this, and at what point can it be deleted?

To delete expenses, navigate to your Expenses page from the website and select any Open or Unreported items you would like to remove. After you have selected these expenses, a trash can icon will appear at the top of the page which you can click to delete these expenses.

If you're on the mobile app, use the deleting conventions respective to your OS (i.e., swipe left for iOS, tap+hold for Android) to delete an Open or Unreported expense.
It's good to keep in mind that expenses and receipts can only be deleted if they are unreported or on an open report. If an expense is on a submitted report (in the Processing or Approved state), you will need to retract the report before deleting it. If it is on a closed report you will need to reopen the report.

Managing People

How many policy admins can you have?

There is no limit to the number of policy admins you can have on a given policy.

Can an employee submit to another employee?

Absolutely! This would be defined within your policy settings via Settings > Policies > Group > [Policy Name] > People > Policy Members.

We currently have 2 levels of approval for a final approval.

You can have multiple levels of approval as long as you have the Advanced Approval workflow enabled.

If we want a manager to be in between an employee and finance, is this possible - if so which selections should the manager have if we don't want to provide admin rights?

This is possible! You would set your approval workflow to Advanced Approval via Settings > Policies > Group > [Policy Name] > People > Approval Mode. If you don’t want a manager to have admin rights, you will want to set them up as an Employee. As long as they are defined within your approval workflow, they will be able to approve reports.

Can you assign specific people to specific categories?

No. All categories on a specific policy will be visible and usable for all policy members. If you have different groups of employees that need different sets of categories (e.g., sales and executive) you would want to create a separate policy for each group.

Can you have exceptions for specific people?

You cannot create exceptions for specific people within a given policy, but you can create a separate policy for any users who have exceptions.

How do you get designated to be a company admin. I am the accountant setting up the account. Will I do that?

A current policy admin can grant you access via Settings > Policies > Group > [Policy Name] > People > Policy Members.

Billing & Ownership

How many reports could be submitted each month? What is the cost per month or per each report?

Expensify billing is charged as a flat fee per user, not per report. A user can submit an unlimited amount of reports per month. Learn more about pricing here.

Integrations

We have issues on connection. Whom do we contact?

Please reach out to [email protected] for account-specific troubleshooting.

I see integrations for Quickbooks Online and Desktop. Are those mutually exclusive? Or do I do it for both systems?

You would need to create a separate policy for each integration. We do not recommend integrating a single policy with multiple accounting packages.

Can this be used without an accounting system?

Yes! You are not obligated to connect Expensify to an external accounting package.

If you do have an integration with an accounting system (Sage/Intacct), how do you sync new accounts (or categories) to Expensify?

To sync with an accounting integration, you will head to Settings > Policies > Group > [Policy Name] > Connections > Accounting Integrations > [Your Integration] > Sync Now.

Can we link Expensify to Sage 50 ?

While Expensify doesn't offer a direct connection for Sage 50 Premium, there are customized export options available. Please reach out to [email protected] for details!

Company Cards & Domain Control

Will you be going over how to link company credit cards to the Expensify account? This would be super helpful!

We don’t go over company cards in depth in this webinar, but we do have a separate webinar dedicated to company card reconciliation and administration! You can sign up for that here.

Do all admins have the ability to verify a domain?

Yes, any policy admin will be able to validate a domain with Domain Control.

Do you support single sign on with Microsoft Office?

Yes, you can find more information on this here.

We have multiple credit cards, and some people have both kinds. Can a policy be specific by card integration, or are policies only by employee?

An employee can have multiple cards assigned to them, and separately, they can be a member of multiple policies, so you have a lot of flexibility here!

Why does it ask an employee to mark a receipt as cash when they used a company credit card?

If a credit card expense has not imported within 7 days of the charge, a user will have the option to mark a given expense as cash in order to clear the violation.

Advanced

If we don't have accounting integration, is there a way to formulate a report of expenses customized for us? In other words generate a report broken down by user, category, and total of each category for the month?

Sure! The best way to do this would be to head to your Expenses page, use filters to capture the relevant expense, and then use one of the export options. If none of our default exports contain the information you need, you can create a custom export (more on that here).

Is there anyone that we can call if we need clarification regarding anything?

We don’t have phone support at this time, but feel free to reach out to us via [email protected]

Is there a webinar that can be shown to employees to educate them on how to use the program? We are in the deciding phase if this will work for our team.

Yes, we have an employee training webinar! You can sign up here.

If you have more than one admin, is there an audit trail?

There is an audit trail on each expense report in the Report History & Comments section. If you need more detailed audit information, please reach out to us at [email protected]

Can you cover joining a team if an account is already set up?

If you already have an Expensify account and are invited to an existing policy, you will automatically be added to that policy. No action necessary!

I am new and I was trying to register in the Community but I don't see the link.

You can sign into the Community via https://community.expensify.com. Be sure you're logged into your Expensify account, and you will be automatically logged into the Community.

This discussion has been closed.