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Managing the profiles of outstanding expenses

Features of expense profiles

In Cleemy, each user is attached to a profile which defines the expense types to which he or she has access and the controls that apply: alerts, ceilings, restrictions on the number of declarations, etc.

In general, the majority of expense types are subject to the same rules for every user. Cleemy allows this to be generated thanks to a generic profile which is a group of rules that applies to every user.

Each user, regardless of their profile, will be affected by the rules of the generic profile. This allows you to adjust rules for all users by modifying the generic profile without having to individually edit each profile.

Below you can see how a user who has a “Sales” profile, for example, can be subject to rules from the generic profile.

Expense types from the generic profile can be accessed by everyone

All expense types from the generic profile are accessible to every user regardless of their profile.

It is therefore not necessary to select the generic expense types in the “Sales” profile. Cleemy will indicate to you which expense types are already available when you consult the “Profile expense types” tab of a “Sales” profile.

The controls of the generic profile are inherited, but a special profile can replace them.

Three scenarios exist:

  • If the expense type is subject to a control in the generic profile, and it is not selected in the “Sales” profile, the control of the generic profile will then be applied to all users with a “Sales” profile.
  • If the expense type is selected in both profiles, it will have a control in the generic profile but not in the “Sales” profile. Therefore, users with a “Sales” profile will not have a control on this expense type.
  • If the expense type is selected in both profiles, and it only has a control for the “Sales” profile, only users with a “Sales” profile will be subject to this control. Other users will not have a control on this expense type.

 

 

Advanced rules are shared

The “advanced rules” to which a user is subject are from both the generic profile and the user’s profile.

  • A general ceiling of 40€/day including “Lunch” and “Dinner” is defined in the generic profile.
  • Another general ceiling of 90€/day including “Dinner” and “Hotel” is defined in the “Sales” profile.
  • A user with a “Sales” profile will be subject to both ceilings. Let’s say the user declares a lunch of 20€ and a hotel of 80€:
    • The generic ceiling leaves the user 20€ for dinner
    • The “Sales” ceiling leaves the user 10€ for the hotel
    • Only the most restrictive ceiling is kept. The user therefore cannot declare a dinner more than 10€ without activating the control.

Configuring profiles

You can access the expense profile management interface by clicking the “Expense policies” link in the “Configuration” tab. The interface displays a list of profiles on the left of the screen as well as an area where rules can be defined that will be applied to a profile’s users.

Using profiles

  • You can duplicate a profile. This will create an identical copy of the profile which can be useful if you have two similar profiles.
  • You can rename a profile. The name can be multilingual.
  • You can delete a profile. Be aware that this operation cannot be undone. When a profile is deleted, users with this profile will be transferred to the generic profile. The generic profile cannot be deleted.

Modifying a profile

When you select a profile, three tabs will appear to the right of the profile list:

  • Expense types and rules” allow you to indicate which expense types are accessible to users of a profile (in addition to those of the generic profile). All you have to do is select the expense types to add to a profile. Cleemy will inform you of the expense types already included in the generic profile, as well as the ones that are only useful to add in the case where controls will be different than those in the generic profile.
  • By selecting an expense type in “Expense types and rules” you can define ceilings, flat rates, and limits on the number of declarations separately for each expense type.
  • Advanced rules” allows you to create rules that will apply to several expense types at once. For example, general ceilings that include lunch and dinner.
  • “Users” display the list of people who belong to a particular expense profile.


To learn more about the different rules and controls that you can configure in a profile, please visit the Manage your expense management policy support page.

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