When you select a profile, you can define the controls of each expense profile type from the “Expense types and rules” tab. Then select an expense type in order to configure the controls to which they will be subject.
Restricting the number of declarations
Cleemy Expenses can calculate the number of times that a user has created an expense of a certain type during a specified period of time.
All you have to do is click on the check box and enter a maximum number of declarations and a period of time. Don’t forget to save the changes (button found at the bottom of the screen).
Suppose you have defined a limit of two declarations per month for each expense type. If the user has already declared two expenses during this period, and he or she tries to declare a third one, Cleemy Expenses will prevent the user from saving a third expense to this expense type.
Quantities and guests
Expenses for expense types with quantities or guests still count as a single declaration regardless of the quantity or number of guests.
Periods are not rolling but are related to calendar weeks, months and years:
- A period of one week runs from Monday to Sunday.
- A period of one month is approved to the calendar month of the date of the expense.
- A period of one year is understood to be the calendar year of the expense.
Caps and flat rates
Cleemy Expenses allows an expense to be subject to:
- Alert thresholds which are visible to the declarer, his or her approver, and accountants. These controls simply indicate that the employee has declared more than one of a certain type of amount during the period.
- Blocking caps. If the employee exceeds the cap amount, he or she will not be reimbursed the amount above the cap. Please note that a blocking cap cannot be overridden by anyone including authorizers, accountants and administrators.
- Flat rates: the amount is completed in advance and cannot be changed by the employee. It is important to add a restriction to the number of declarations of flat rate expense types. For example, by restricting flat rate lunches to one per day.
Quantities and guests
“Quantity” or “Restaurant and guest” expense types take into account the quantity and number of guests before the cap is applied. Therefore:
- A meal with a cap of 20€ will not lift an alert if a 39€ meal is declared with an additional guest to the declarer.
- If hotels have a cap of 100€, a hotel invoice for two nights will be accepted by Cleemy Expenses even if the amount is 200€.
Management by currency
Caps and flat rates are managed by currency. Please note that this does not refer to the currency of the expense but instead to the currency used by the accounting department of the employee’s legal entity. This has two important consequences:
- If an employee of “Lucca France” makes an expenditure in US dollars, this amount will be converted to Euros which will then be subject to the cap .
- Similarly, the employees of “Lucca Germany” will be subject to the same caps as the employees of “Lucca France.” If you wish to define different caps for different legal entities, you must make a copy of the expense types in question and manage them in separate profiles.
The drop down menu to the right of the text “Add controls for a currency” allows you to add controls to the currencies of existing legal entities.
Once you have added a currency, a box will appear that will allow you to configure the controls of the expense type. The radio button will allow you to indicate if the expense type has a cap or is fixed.
You can remove all the controls of a currency by clicking on the trash can in the right hand corner of the grey frame.
Configuring a cap
To define a cap, you must choose:
- A period (like for the limits of number of declarations). The cap can also be applied by declaration, independent of a period.
- An amount (necessary for the currency of a user’s legal entity).
- An expense type: alert or block. The block restricts the amount reimbursed to the cap amount. The alert is purely informative.
You can create as many caps as you would like for an expense type: Cleemy Expenses will apply them all and employ the most restrictive.
It is possible to remove a cap by clicking the “remove” link that appears to the right of the cap line.
Configuring a flat rate
It’s very simple: all you have to do is enter the flat rate amount. Flat rates are usually paired with a limit on the number of declarations (cf. above). For example, flat rate lunches are limited to one per day.
The controls related to absences are defined on the “Controls on absences” page in the “Configuration” tab.
To learn more about different rules and controls that you can configure, please visit the “Manage your expense management policy” support page.