Setting up Custom Expense Policies

Background information

The following article will enable you to set up custom expense policies for different employee categories, by managing access to certain types of expenses.

How expense profiles work

In Cleemy, each user is linked to a profile that defines the expense natures they can access and the controls that apply to them: alerts, limits, constraints on the number of expenses, etc.
These profiles can be configured in Settings > Expense policy.

Generally, most natures are subject to the same rules regardless of the user. Cleemy allows you to manage this using the generic profile. This is a set of rules inherited by all users.

The generic profile’s rules affect every user, whatever their profile. This means you can adjust rules for all users by changing the generic profile, without having to modify each profile individually.

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The way a user (with the ‘Top management’ profile, for example) inherits rules from the generic profile is explained below.

Generic profile natures are accessible to everyone

All of the generic profile’s natures can be accessed by all users, whatever their profile.

So it is not necessary to tick the generic natures in the ‘Top management’ profile. Cleemy tells you which ones are already available when you view the ‘Profile natures’ tab in a ‘Top management’ profile.

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The generic profile’s controls are inherited, but the special profile can replace them.

Three scenarios are possible:

  • If the nature is subject to a control in the generic profile and it is not ticked in the ‘Top Management’ profile, then the control from the generic profile will also apply to ‘Top management” profile users.
  • If the nature is ticked in the two profiles and has a control in the generic profile but not in the ‘Top management’ profile, then ‘Top management’ profile users will not have a control on this nature.
  • If the nature is ticked in the two profiles and has a control for the ‘Top management’ profile only, users with the ‘Top management’ profile will be subject to this control. Other users will not have a control on this nature.

Advanced rules are shared

The ‘Advanced rules’ that apply to a user are those of both the generic profile and those of the user’s profile.

  • A common limit of €40/day between "Lunch" and "Dinner” is defined in the generic profile
  • Another common limit of €90/day between ‘Dinner’ and ‘Hotel’ is defined in the ‘Top management’ profile
  • A user with the ‘Top management’ profile will be subject to both limits simultaneously.

    Say they declare €20 for lunch and €80 for a hotel:
    • The generic limit leaves them €20 for dinner
    • The ‘Top management’ limit leaves them €10 for dinner
    • Only the most restrictive ceiling is used. Consequently, the user cannot submit a dinner costing more than €10 without activating the control

Configuring profiles

You access the expense profile management interface by clicking the ‘Expense policy’ link on the Settings tab. It is made of a list of profiles, on the left-hand side of the screen, as well as an area defining the rules that apply to a profile’s users.

Operations on profiles

  • 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: Important, this operation cannot be undone. When a profile is deleted, all users with this profile are transferred to the generic profile.
  • The generic profile cannot be deleted.

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Modifying a profile

When you select a profile, 3 tabs appear to the right of the list of profiles:

  • Natures and Rules’ allows you to indicate which natures are accessible to the profile’s users (in addition to those of the generic profile). Simply tick the natures to add to a profile. Cleemy tells you what natures are already included in the generic profile, which you do not need to add unless the controls will be different from those of the generic profile.
  • When you select a nature in ‘Nature and Rules’, you can define the caps, allowances and limits on the number of expenses separately for each nature
  • Advanced rules’ allows you to create rules that apply to several natures at once, for example, common limits between lunches and dinners.
  • ‘Users’ shows the list of people who have this expense profile.
Cleemy offers very flexible management of rules for your employees’ outstanding charges:
Cap expenses or limit the number of expenses or a type of charge within a period
Set up rules for several natures simultaneously to manage budgets for outstanding charges for business trips, to make certain types of expense reports incompatible with one another within a period, etc.
Control reporting of expenses at weekends, public holidays and when on leave

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