Setting controls for a type of expense

Before you get started

The following section will show you how to control the amounts that are reimbursed for each type of expense.
During the setup process, you can enter different packages and/or reimbursement upper limits for the different expense profiles that you have at your company.

Setting up the controls 

Go to Cleemy Expenses Settings Expenses policy.

When you select a profile, you can set controls for each type of expense profile from the "Types of expenses and rules" tab. Once you have done this,
click on a type of expense to set the controls that apply to it.

Setting limits on the number of submissions

Cleemy Expenses can count the number of times a user has created an expense of a given type during a given period.

Settings

Simply click on the checkbox, enter a maximum number of submissions and a period. Then remember to save your changes at the bottom of the screen.

Let's say you've set a limit of two submissions per month for a type of expense. If a user has already submitted two expenses over this period and tries to submit a third, Cleemy Expenses will prevent them from registering a third expense of this type.

Quantities and guests

Expenditure on types with a quantity or with guests always counts as a single submission, whatever the quantity or number of guests.

Period

Periods are not rolling, but refer to weeks, months and calendar years:

• A one-week period runs from Monday to Sunday.
• A one-month period is the calendar month in which the expense was made.
• A period of one year refers to the calendar year in which the expense was made.

Upper limits and packages

Cleemy Expenses enables you to apply the following controls to an expense:

• Alert thresholds, which can be seen by the submitter, their approver and the accountants. These controls simply indicate that an employee has submitted more than a certain amount over a given period.
• Upper limits. If an employee exceeds the upper limit, they will only be reimbursed up to the upper limit. Please note that an upper limit cannot be exceeded, even by approvers, accountants or administrators.
• Packages: the amount is pre-filled and cannot be modified by employees. It is a good idea to set a limit on the number of submissions an employee can make for package expenses, for example by restricting package lunches to one submission per day.

Quantities and guests

“Quantity" or "Restaurant and guests" expenses take into account the quantity and number of guests before the upper limit is applied. Therefore,

• if an employee submits an amount of €39 for a meal that is usually capped at €20, it will not trigger an alert because the employee was joined by a guest.
• if hotel stays are capped at €100 per night, a hotel bill for two nights will be accepted by Cleemy Expenses, even if it is for €200.

Managing by currency

Upper limits and packages are managed by currency. Please note that these are not the original currencies of the expense, but the currencies used by the accounting systems of the employees' legal entities. This has two important consequences:

• if an employee from "Lucca France" makes an expense in dollars, it will be converted into euros and it is this amount that will be compared with the upper limit.
• employees from "Lucca Germany" will be subject to the same upper limits as employees from "Lucca France". If you wish to set different upper limits for different legal entities, you need to duplicate the expense types in question and manage them on separate profiles.

From the drop-down menu that is to the right of the text "Add currency controls", you can add controls for the currencies of existing legal entities.

Once you've added a currency, a block for setting controls for the type of expense appears. The radio button enables you to indicate whether the type of expense is capped or a package.

You can delete all controls on a currency by clicking on the trash can at the top right of the gray frame.

Setting an upper limit

To set an upper limit, you must choose:

• A period (the same as for limits on the number of submissions). The upper limit can also be tested per submission, independently of any period.
• An amount (in the currency of the user's establishment).
• A type: an alert or a block. A block limits the amount reimbursed to the upper limit amount, whereas alerts are purely informative.

You can create as many upper limits for each type of expense as you wish. Cleemy Expenses will test them all and apply the most restrictive.

To delete an upper limit, hover your mouse over it and a "delete" link will appear to the right of the upper limit line.

Setting up a package

It's very simple – all you have to do is enter the fixed amount. Usually, packages come with a limit on the number of submissions (see above). For example, one package lunch per day.

Controls related to absencesare defined on the "Absence controls" page of the "Settings" tab.

Updating an upper limit

You can schedule updates for upper limits. If you wish to change an upper limit (alert or block) or a package on 1 September, click on the "Change threshold" link under the amount currently applied and enter the new amount and the date that it will come into effect.

The previous amount will be used for expenses dated prior to the threshold change, even if they are submitted after the new upper limit comes into force.

In the example below, expenses that are dated 30 April but declared on 3 May will be capped at €35. Those dated 1 May and after will be capped at €37.

To find out more about the different rules and controls you can set, please go to the Managing your expense management policy page.