In Depth - Control Policy Set Up
A group policy is an autonomous set of rules, perimeters and guidelines you set up for a group of employees. Below is a step by step guide to get a "Control" Policy set up.
****Do you have employees located in another country? You will want to set up one policy for each country you have employees located in for report currency and tax reasons, but let’s focus on getting the first policy set up first.
Step 1: Create the Policy
Create a Control Policy. The policy is a group of rules you tie to a group of employees. To do this navigate to Settings - Policies - Group - New Policy
Step 2: Set Up the Rules of the Policy
Once you create the policy, you will see multiple tabs on the left side. Let's go through the important ones.
Expenses — This section is where you set up everything related to Expenses.
- Default rules - aka Violations
- Preferences - reimbursable default, eReceipts, for the expenses and where you control mileage reimbursement rates.
- Distance rates
- Hourly rates
Reports — this is where you set everything at the Report level.
- The default currency for your policy (if your company has multiple locations around the world, we suggest creating a group policy for your employees in each location.)
- Scheduled Submit - auto-submission of expense reports. We recommend enabling this to ensure no expenses are Unreported or Unsubmitted.
- Report Titles - create a customised Report Title for your policy expense reports
- If you have any Chart of Accounts configured to show at the Report level, you will see these here (More details about this in the accounting integration articles)
Step 3: Connect to your Accounting Integration
Connections — instructions are found below for each integration:
- QuickBooks Online
- QuickBooks Desktop
- NetSuite (Token)
- NetSuite (SSO)
- Intacct (Role Based, Expense Reports)
- Intacct (Role Based, Vendor Bills)
- Intacct (User Based, Expense Reports)
- FinancialForce (PSA/SRP)
- FinancialForce (FFA)
Categories & Tags — Once integrated, you will see your Chart of Accounts import into your Categories and Tags or Reports tabs (if configured).
Set up any Category Rules, such as spending limits, receipts requirements and comment requirements you may want.
Step 4: Tax (Optional)
If you need to track providential, VAT, or GST rates. Here is a great guide to set up tax.
Step 5: Invite Your Employees (or test employees)
People - Invite a few employees or test employees and set up an approval workflow. When you invite users it triggers an email to go out to start using Expensify. Below are options for setting up report approvals:
Need to make another user a Policy Admin as well? Instructions for this are found here.
- Expense Approvals - set auto-approval limits - this will automatically approve and reimburse expenses under a certain amount.
- Workflow Enforcement - Enforce your approval workflow
Reimbursement - Expensify can be used around the world.
- If your organisation is located in the US or Australia, you can enable Direct Reimbursement
- If you're located elsewhere, you can reimburse employees outside Expensify.
Per Diem - If your company uses daily rates, you can enable Per Diems
Export Templates - Need to export your organisation's expense reports via a CSV?
Step 6: Set Company Cards
The Domains section (Settings - Domains) is where you will setup your company credit cards. Domains is essentially the company controls. It is a separate permissions area from the policy. This was done so not every policy admin can see company credit card information. More information on Domains can be found here.
More information setting up company cards can be found here. Once your cards are set up, you will need to assign them to users. Keep in mind you have to invite the user into the policy prior to assigning them a company card.
Step 7: Set Up Domain Groups (optional)
Information on this can be found here.
Step 8: Need an additional policy?
Do you have employees located in other countries? Do you have different limits of spend between departments? You can either duplicate the policy you just created, or create an entirely new one!
Step 9: Roll Out Company Wide
Ready to move forward? Here is the next step.