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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.
Want us to walk you through getting setup? Start at the Inbox.
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.
Expenses — This is where you set the default rules for the expenses and where you control mileage reimbursement rates. You will be able to set up category specific limits later. Unsure what to use? A good default is: 90 day age limit, $1,000 max expense amount, and $25 limit.
Reports — this is where you control the report currency, and how often you want out of pocket expense reports created and auto-submitted. More information on Scheduled Submit can be found here.
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 — Once integrated, you should now see your categories populating. Set up any Category Rules, such as spending limits, receipts requirements and comment requirements you may want.
Step 3: Invite Test Users
Invite a few test users and set up approvals. 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.
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: 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 6: Set Up Domain Groups (optional)
Information on this can be found here.
Step 7: 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 8: Roll Out Company Wide
Ready to move forward? Here is the next step.