Cleemy allows you to create complex controls involving several expense types from the “Advanced rules” tab in the profile administration interface.
Restrictions on the number of declarations
Certain expenses are incompatible with one another. For example:
- if you have a “real cost lunch” and a “flat rate lunch” expense type, you will not want a user to be able to declare a flat rate lunch and be reimbursed a real cost lunch at the same time. You will also not want the user to be able to declare two flat rate lunches on the same day.
- if an employee uses his or her own vehicle, you do not want him or her to be reimbursed for fuel on top of mileage expenses. However, the employee can make several trips during the day and can therefore declare mileage expenses several times.
Cleemy allows you to make these controls automatic.
In the advanced rules, the “Create a new restriction on declarations” button allows you to define the number of declarations, a time period, and a list of expense types.
Flexible restrictions: make expense types incompatible
Cleemy does not block the number of declarations if the user only creates expenses of one expense type among those subject to the restriction. In the example found in the screenshot, the following can be created in the same day:
- Mileage expenses without limitations as long as fuel expenses are not declared.
- As many diesel fill-ups as desired as long as mileage expenses nor gas is declared. It is the same for gas.
- However, if the user has declared a mileage expense, he or she cannot declare diesel or gas.
- It is the same if the user declares a diesel fill-up: he or she can no longer declare gas or mileage expense during that period.
If a quantity limit has been entered for three declarations:
- Two mileage expenses can be declared, then a diesel fill-up before being blocked (this can be equally applied to three expense types).
- More than three mileage expenses can be declared as long as neither diesel nor gas is declared.
Inflexible restrictions: limit the number of entries for each expense type from the list
In certain cases (cf. example of true cost and flat rate lunches), expense types must be made mutually exclusive and must restrict the number of declarations for each of them.
To do so, you must create the following at the same time:
- an advanced rule which applies to every expense type as described in the previous paragraph
- a simple rule for each expense type in order to limit the declarations made to it
However, referring back to our lunch example, we would have to create:
- A multi-type restriction with a limit of one declaration per day
- A limit of one declaration per day on flat rate lunches
- A limit of one declaration per day on real cost lunches
Caps on several expense types are managed by currency, and several caps can be applied to the same list of expense types, like “rules by expense type.”
In practice, Cleemy will accumulate the expenses from all the expense types listed that have been declared during the time period and compare them to the alert or blocking threshold defined for the advanced rule.
As for the rules by expense type, the guest shares and the quantities will be taken into account and will raise the upper alert or blocking threshold.
To learn more about the different rules and controls that you can configure, please visit the Manage your expense report policy support page.