Managing your expenses policy

Before you get started

The following article will enable you to set up customized expense policies for different groups of employees and to manage who can access certain types of expenses.

How expense profiles work

In Cleemy Expenses, each user is assigned to a profile, which specifies the types of expenses that they can access, and the controls that apply, for example alerts, upper limits, constraints on the number of submissions, etc.

These profiles are set up in Settings Expenses policy.

As a general rule, most expense types are subject to the same rules, whoever the user may be. Cleemy Expenses enables you to manage this with its generic profile. This is a set of rules that applies to all users.

Every user, regardless of their profile, will have to abide by the rules of the generic profile. This feature is particularly useful because by modifying the generic profile, you can change the rules for all users, without having to modify each profile separately.

Below is an explanation of how a user with a "Management" profile, for example, receives rules from the generic profile.

The generic profile expense types are accessible to all users

The generic profile expense types are accessible to all users, whatever their profile.

It is therefore not necessary to check generic types in the "Management" profile. Cleemy Expenses indicates that they are already available when you’re in the "Profile types" tab of a "Management" profile.

The controls of the generic profile are automatically applied to all users, but they can be replaced by the controls of a specific user profile.

There are three possible scenarios:

If the type of expense is subject to a control in the generic profile and it is unchecked in the "Management" profile, then the control in the generic profile will also apply to users with a "Management" profile.
If the type of expense is checked in both profiles, and a control applies in the generic profile but not in the "Management" profile, then users with a "Management" profile won’t be subject to any controls for this type of expense.
If the type of expense is checked in both profiles and a control applies in the "Management" profile only, then users with a "Management" profile will be subject to this control. Other users will not be subject to controls for this type of expense.

Advanced rules are shared between profiles

The "advanced rules" that a user must abide by are from both the generic profile and the user profile.

An upper limit of €40/day that applies to both "Lunch" and "Dinner" is specified in the generic profile.
Another upper limit of €90/day that applies to both "Dinner" and "Hotel" is specified in the "Management" profile.
A user with a "Management" profile will be subject to both upper limits at the same time.
Let's say they submit expenses of €20 for lunch and €80 for a hotel:
- The generic upper limit leaves them with €20 for dinner.
- The "Management" upper limit leaves them with €10 for dinner.
- Only the most restrictive upper limit is applied. The user cannot therefore submit a dinner expense of more than €10 without activating the control.

Setting up profiles

You access the expense profile management interface by selecting the "Expenses policy" link in the Settings tab. It consists of a list of profiles on the left of the screen, and an area where you set the rules that apply to users of a profile.

Profile operations

You can duplicate a profile: this creates an identical copy of the profile, which is useful when you have two very similar profiles.
You can rename a profile: the name can be multilingual.
You can delete a profile: please note that this action cannot be undone. When you delete a profile, all users with that profile are transferred to the generic profile.
The generic profile cannot be deleted.

Modifying a profile

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

"Types of expenses and rules" enables you to specify which types of expenses are accessible to profile users (in addition to the types that are included in the generic profile). All you have to do is check the types of expenses that you want to add to a profile. Cleemy Expenses shows you the types of expenses that are already included in the generic profile and that therefore do not need to be added, unless the controls are different from those in the generic profile.
By selecting a type of expense in "Types of expenses and rules", you can specify upper limits, packages and limits on the number of submissions for each type separately.
The "Advanced rules” feature lets you create rules that apply to several expense types at once, for example, upper limits that apply to both lunches and dinners.
"Users" displays the list of people who have this expense profile.

Cleemy Expenses enables you to manage expense rules for your employees in a highly flexible way:
Set upper limits for expenses or limit the number of times an employee can submit a certain expense type over a period of time.

Set rules for several types of expenses at the same time in order to manage budgets for travel expenses, prevent employees from submitting certain types of expenses within a given period, etc.

Control the submission of expenses during weekends, public holidays and periods of absence.