Policy Settings - Overview and Management

Updated by Chandrika Chandwani

For Admins

What are Policy Settings and Why Do I Need Them?
Policy settings allow account owners and admins to establish expense/transaction-related rules for the whole company or specific departments, with flexible reminder and enforcement options. This feature gives your business better tools to:

- Track and reinforce policies
- Track and manage receipts
- Track and organize transactions with tags and notes
- Manage policy violations
- Simplify closing your books faster

Benefits of policy settings:

- Save time and effort in tracking and managing expenses 
- Receive alerts when a policy is violated
- Easy and faster reconciliation
- Better insights into transactions and spend patterns

How to Add a New Policy?
1. Select Policy Settings from the Profile icon’s drop-down menu
2. Click + Add Policy on the right side of the screen
3. Fill out the form > Click Save

How to Edit/Delete an Existing Policy?
Edit a Policy
1. On the Policy Settings page, select the policy you wish to edit
2. Make your changes > Click Save

Note: Any changes made to the policy will apply to transactions made after the changes have been saved.

Delete a Policy
1. On the Policy Settings page, select the policy you wish to delete
2. Scroll down > Click Delete Policy

What are the Parameters/Fields I Can Set Policies For?
Depending on your business requirements or the purpose of each card, you can set policies for transactions that need to include all or either:

- GL Account
- Class
- Location
- Notes
- Receipts
- Tags

How Many Reminders Can I Set to Rectify a Policy Violation?
You can set up to 4 reminders for each policy. 

When Will the Policy Violation Reminders Go Out?
The first reminder will go out on the 1st of the next month and subsequent reminders will go out on a weekly basis thereafter as configured for each policy.

When Will a Card Turn Off for Violating a Policy?
If you have selected to turn off cards that are in violation of a policy, they will be turned off 24 hours after the last reminder has been sent. 

Note: This is not a mandatory feature. It is up to the policy setter whether to use this enhancement or not. 

For Users

Will I Be Notified When a Policy is Violated?
Each user will receive notifications and reminders for the cards that are assigned to them if there are any transactions that are violating a policy.

You will notice an orange exclamation mark against corresponding transactions in the Transactions tab to indicate which transactions are in violation of a policy. 

How Do I Resolve a Policy Violation?
A policy violation can be resolved by simply entering the missing information into the required field, as required per the policy parameters. 

How Do I Know My Policy Violation is Resolved?
After you have entered the missing information into the required field, as required per the policy parameters, the orange exclamation mark against the corresponding transaction will disappear. 

After a Violation is Resolved, When Will My Card Turn Back On?
After a violation has been resolved, the card will be turned on automatically but will take into consideration the status and set controls of the card before the policy violation occurred. 

E.g. If the card is turned off due to policy violations but has a previously set day of the week restriction, then we will still honor the day of week restriction after the policy violation is resolved. If the card was already off prior to policy violation, the card will remain off after the policy violation is resolved.

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