Admin Webinar Q&A - April 30h, 2019
Today’s recording is here: https://expensify.zoom.us/recording/share/7bEButdI2g-Yz-8Cl8s33jic96hjNBAoh3TYfrag52WwIumekTziMw
The overview guide is here: https://docs.expensify.com/collect-webinar-the-ins-and-outs-of-being-an-expensify-policy-admin.
Can we look at per diem rates? curious if a policy is required for those or if they default to GSA rates.
Check out this help article that goes over Per Diem in more detail: https://docs.expensify.com/setup-for-admins-and-accountants/using-your-policies/per-diem
We are an organization with a policy in both UK and Spain. We have employees who have access to both policies. When the upload their expenses, is there any way of allocating to the correct policy? At the moment they seem to default to one of the policies.
Each employee can set their default policy from their own account. I would suggest having your employees set the correct default policy by navigating to Settings > Group > Policies and clicking Make Default next to the appropriate policy. That said, if your employees create a report on a different policy, they can easily update the policy that report is on by clicking into the report and choosing the accurate policy from the policy name drop-down menu in the upper right-hand corner of the report.
What is the difference between a category and a tag? is there any interdependency between the two?
Categories and Tags are not dependent on each other. Categories are meant to be an overarching label for your expenses, while Tags are often used as a more granular way to identify expenses.
How do I reject the entire report and not just one expense
You can reject an entire report by clicking “Reject” at the top of the report.
If expenses are submitted in a different currency will they be exchange to the "report output currency" (USD) or will it be the employee's responsibility to do the currency exchange before submitting?
Any expenses in a foreign currency should automatically convert to the policy's default currency,
If we set our scheduled submit frequency to "monthly" from "manually", will you receive an option to pick which date of the month?
Yes! When updating Scheduled Submit to monthly, you will also have the option to select which day of the month.
Is there a way to easily tag and separate credit card expenses from debit card expenses on the same report from the same person
Yes! Card expenses will be easily detectable by the card number and whether or not those expenses imported from a personal card or a company card. There is also a way to default card expenses as reimbursable or non-reimbursable. That way, they’ll be marked correctly when they’re added to an employee report.
Will it scan a receipt in another language and translate for us?
Yes! SmartScan should convert the currency for you. We won’t necessarily translate the entire receipt, but SmartScan should recognize the merchant name, date and amount.
If you have taken control of a reimbursement how can you reimburse it?
If you have reimbursement permissions on the policy, you’ll have the option to reimburse the report. There should be an option to choose “Reimbursement” on that report.
What is a manual reimbursement?
Manual Reimbursement will simply allow you to mark a report as “Reimbursed” within Expensify when you AREN’T using Expensify for reimbursements.
Can you edit who the admin is? I created the policy but I will be leaving the company soon
Yes! You can edit these via the Edit Settings option beside the users name in the People section of he policy. You can update an employee’s role from here (although you cannot edit your own role - for that you’ll need another Policy Admin to update this for you.)
If we put the Managers admin in as a Co-pilot will she be charged as an employee too?
Users aren’t billed twice if they’re added as a Copilot. They would just be charged as one user even with Copilot access.
Is it good to have a corporate credit card holder in a separate policy to those who don't have a CC?
That is entirely up to you! If it makes sense to have your employees with company cards on a separate policy, then go for it! But, it’s not necessary to separate employees with company cards and those without onto different policies as you can easily identify and action company card expenses.
Is there anything a Co-pilot needs to do in order to approve reimbursements after that permission has been given?
As long as they’ve been granted the role of a full-access Copilot, they can approve reimbursements right away. Nothing else needs to happen once Copilot access has been granted.
So if we only had one approver, which means we don't have to fill into the Approves To column?
That’s right! If you’re using a Submit and Approve approval workflow, you don’t have to worry about filling in the “Approves To” column. The Submit and Approve workflow will direct all reports to one approver.
What's the difference between submits to and approves to? When u export to a CSV, can you see two columns?
Submits To is the first level of approval. Approves To is the second level of a Approval. Depending on the custom export template you’ve created, yes, you can have both approvers show in an export.
Billing & Ownership
If we have 50 employees, but only 20 or so use that month do we pay for the 20 or the 50?
It depends on your subscription type. If you're set up on Pay-per-use, and you have 20 users active that month, you'll be charged for 20 users. If you have an Annual Subscription with your subscription size set to 50 and 20 users are active that month, you'll be charged for 50 active users.
If you are on annual billing, can you add seats as new employees join and still get the same annual rate?
Yes, you can always increase your subscription size on an Annual subscription.
The admin doesn't have a credit card, she would only be entering the receipts for the Manager that does have a CC.
They will be billed as an active user. Anyone taking any action on reports or expenses during the month will be billed as an active user, even if they’re only taking action as a Copilot.
Where can we find the payment options for setting up our company?
Go ahead and check out this link for more information on billing: https://docs.expensify.com/setup-for-admins-and-accountants/getting-started/pricing-policies-and-billing
Are tags helpful for departments if we want to export to our accounting system?
Yes, tags are definitely helpful here. With an accounting integration, you will need to add, edit, update your tags on the accounting integration side first and then import them into Expensify.
Can the integration be restricted to one person or one class of individuals? i.e. The accountant or someone in that class be the only ones to sync or post reports to QBO or other integration?
Only a Policy Admin will have access to the accounting integration. Employees (those at the employee-level) won’t have the option of syncing the connection or exporting reports to the connection.
How can I find out if my software package integrates with Expensify?
Navigate to Settings > Policies > Group > [Policy Name] > Connections. You’ll see all of the accounting packages that we have a direct integration with.
If we integrate with our payroll with Zenefits will reimbursements be automatically brought in to payroll?
This integration allows you to seamlessly import and update existing employees and approval workflows from Zenefits into Expensify. For more information on Zenefits, check out this help article: https://docs.expensify.com/other-integrations/hr-systems/zenefits
We will be changing our accounting system in a year to Dynamics. How easy is it to change over accounting systems in Expensify?
It’s fairly straightforward. You’ll want to make sure everything is exported to the old integration first before disconnecting. Then, you can connect to Dynamics. Go ahead and check out this help article for more info on Dynamics: https://docs.expensify.com/other-integrations/accounting-integrations/dynamics
Company Cards & Domain Control
How do i manage a client company's cards, even though my firm has a different domain name?
Is your client’s domain a private domain? If so, you could still validate it and then assign your client cards in Domain Control. You don’t have to have the same domain as your clients to enable Domain Control.
Is there a way to enter expenses that may be on a personal card as well as company AMEX so that it shows up on the report and the company knows what to reimburse?
Yes! We will go over company cards in a bit more detail later in the webinar, but there is a way to default company card expenses as non-reimbursable so they import as such. Then, those expenses will show up as non-reimbursable on a report, so you and the system will know not to reimburse those expenses.
We are going to change domains and we have many domain members with assigned company cards. Can we migrate a domain members from one domain to another and the card connection will be migrated to? Or do we have to change the connection between bank and domain first?
You can migrate your domain as long as the new email addresses map 1:1 as the old ([email protected] to [email protected]), an Expensify account doesn’t exist with the new domain yet, etc. You’ll want to reach out to [email protected] about migrating your domain and we’ll get you taken care of!
We have 5 people with Corp Credit cards. Would it make sense to have 2 policies - one for cc holders and 1 for the rest of the company for reimbursements?
That is entirely up to you! If it makes sense to have your employees with company cards on a separate policy, then go for it! But, it’s not necessary to separate employees with company cards and those without onto different policies.