Setting controls for several types of expenses

Before you get started

In addition to setting upper limits and limits on the number of submissions for a given type (Settings > Expenses policy > Types of expenses and rules), Cleemy Expenses also enables you to set up complex controls that are common to several types of expenses.

Depending on the settings you would like to use, you will see in this file that you sometimes need to set up both a simple rule for each type of expense and an advanced rule for several types (see "Rigid limits: limit the number of submissions for each type of expense on the list").

Setting controls for several types of expenses

This setting is available from the "Advanced rules" tab of the profile administration interface (Settings > Expenses policy).

Setting limits on the number of submissions

In this example, "Lunch - with guests" and "Lunch" expenses can be submitted a maximum of once a day. This means that an employee cannot submit both a lunch with guests and a lunch on the same day.

The following alert messages are displayed when an employee enters an expense:

Some expenses are incompatible with each other. For example:

• if you have a "Real lunch" expense and a "Lunch package" expense, you want to prevent users from submitting a lunch package and also being reimbursed for the real lunch. You also want to prevent employees from submitting two packages on the same day.
• if an employee uses their personal vehicle, you don't want them to be reimbursed for fuel as well as their mileage expenses. On the other hand, they may make several trips during the day, and can therefore claim mileage expenses several times.

Cleemy Expenses carries out these checks automatically. In the advanced rules tab, the "Create a new limit on submissions" button enables you to specify a number of submissions, a period of time and a list of expense types:

Flexible limits: make expense types incompatible

In the example shown in the main screenshot above, you can therefore enter the following for a single day:

• Unlimited mileage expenses, as long as no fuel expenses are submitted
• Unlimited tanks of diesel, as long as no mileage or petrol expenses are submitted. The same applies for petrol.
• On the other hand, if the user has submitted a mileage expense, they will not be able to submit either diesel or petrol expenses.
• The same applies if the user submits a full tank of diesel: they will no longer be able to submit petrol or mileage expenses within the same period.

If there was a limit of three submissions:

• A user could have submitted mileage expenses twice, then a full tank of diesel, before being blocked from submitting (which would have applied equally to all three types).
• A user could have submitted mileage expenses over three times, as long as they didn't also declare diesel or petrol.

Rigid limits: limit the number of submissions for each type of expense on the list

In certain cases (cf. the example of package and real lunches), you need to make the types of expenses mutually exclusive and restrict the number of submissions for each of them.

To do this, you need to create:

• an advanced rule that applies to all types of expenses, as described in the previous paragraph.
• a simple rule for each type of expense to limit the number of submissions for that type.

So, for our lunch example, we would have created:

• A limit for several types of expenses with a limit of one submission per day
• A limit of one submission per day for lunch packages
• A limit of one submission per day for real lunches

Common upper limits

Upper limits on several types of expenses are managed by currency, and several upper limits can be applied to the same list of expense types, as with "rules by type of expense".

In practice, Cleemy Expenses will accumulate the expenses for all the types listed that have been submitted during the period, and compare them with the alert or blocking threshold that has been specified for the advanced rule.

In the same way as rules by type of expense, the number of guests and quantities will be taken into account, and the alert or block threshold will be adjusted upwards.

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