In the next 5 minutes, we will help you create a simple and actionable expense policy
template for your company. Once you’re done, you can view it and share it with all your
employees.
Let's
Start
Enter your company
name
Your
company name will be placed in the header of your expense policy template.
Enter the no. of
employees
Enter
the total number of employees working in your organisation.
Pre-requisites to
create policy rules
Before you set up expense policy rules for your employees you need to configure a few things. For example - you
need to define a few parameters like categories, teams, employee
grades, locations, etc.
Don’t worry. This is super easy and quick. We will show you how to do this step by step.
Click the next arrow.
Select Categories &
sub-categories
Categories and sub-categories help you to classify spends into groups and also develop a
meaningful structure for your policy rules. We’ve mentioned a few default categories
below. You can edit or delete them and add new ones.
You can break down categories into sub-categories by clicking on the downward arrow.
+ Add a new sub category
+ Add a new sub category
+ Add a new sub category
+ Add a new sub category
+ Add a new sub category
+ Add a new sub category
+ Add a new Category
Add Teams
Team tags help you to to set policy rules for team-specific expenses. Edit the teams
mentioned below or delete and add new teams.
+ Add Team / Group
Define Employee
Grades
Employee grades help you to define different policy rules for employees in different
designation bands or hierarchy levels.
+ Add a new Grade
Add Locations
If you’ve employees travelling to different cities in India or abroad, you can add these
countries and cities and then set different policy rules based on each city’s cost of
living.
+ Add a new city
+ Add a new city
+ Add a new city
+ Add a new Location
Add Groups
Apart from the groups we created earlier - such as teams, grades, cities, etc. you can
create custom groups for your company.
+ Add a new row
+ Add a new Group
*This is an advanced setting. You
can choose to Skip this
>>
Add Policy rules
Congratulations! You’ve completed the necessary configurations for adding expense rules.
Now we’ll show you how to set expense rules.
Add Policy rules
Expense policy rules help you to define where, when and how much employees can spend.
Our ‘rule builder’ is extremely flexible and can help you create multiple rules to suit
your company needs.
Add Dos & Don’ts
Dos and don’ts consists of the best-practises that employees should follow while
spending on behalf of your company. They help the employee understand what is
permitted and not permitted. They also explain what employees
can do in emergency or one-off situations like flights getting cancelled, special
client requests, etc.
We have put together a few guidelines for you. You can edit them as per your
requirement and add new ones.
+ Add a new guideline
Create Reporting
Checklist
Define the information that employees need to capture and submit in their expense
report for every expense they incur. Edit the options given below or add new ones.
1. FOR EVERY EXPENSE
What are the various details that
employees need to capture for every expense? (Check the ones applicable or
create new fields.)
Merchant Name
Amount
Category
Description
Date
Time
+ Add new field
2. FOR EVERY EXPENSE REPORT
What are the various details that
employees need to capture for every report? (Check the ones applicable or
create new fields.)
Report Name
Report Description
Date of Submission
Period of Submission
+ Add new field
Warning! Indicates a warning that might need attention.
Set Date and Format
of Reimbursement
Define when and how the employee will get reimbursed.
Expenses submitted byof every month will be
reimbursed byof next/same month
If all expenses that are submitted are found to be complaint, the amount will be
credited to
Unsubmitted,
declined & personal expenses
Describe the course of action for employees if expenses are submitted after the
deadline, declined by finance or tagged as personal. We have put together the sample
text for you. You can edit it as per your requirement.
What happens to expenses that are not
submitted?
What happens to expenses that are declined?
How are the “Personal” / “Declined" expenses
settled?
This marks the end
of your expense report policy.
Review all your steps or click on the finish button
We have put together an expense policy that
will help you to understand the type of expenses you can make on behalf of [company name] and how you can submit and
claim reimbursement
for them.
1. EXPENSE RULES:
Expense policy rules help you to understand what and how much
you can claim when you’re spending on business.
2. POLICY DOs and DON’Ts
Dos and don’ts consists of the best-practises that you should
follow while spending on behalf of our company.
3. REPORTING CHECKLIST
For every new expense that you capture and every new report
that you submit for approval, it is mandatory to capture the following information.
Details for every expense:
Details for every report:
4. REPORT SUBMISSION & REIMBURSEMENT TIMELINE
Expenses submitted by {output - date} will
be reimbursed by {output - date} of next/same
month.
If all expenses are found to be compliant, the amount will be
reimbursed to {Output}
5. COURSE OF ACTION FOR UNSUBMITTED, DECLINED OR PERSONAL
EXPENSES
Here’s what you can do if expenses are submitted after the
deadline, declined by finance or tagged as personal.
What happens to expenses that are not submitted?
{Output - text}
What happens to expenses that are declined?
{Output - text}
How are personal and declined expenses settled?
{Output - text}
Congratulations! Your expense policy is ready.
Hey!
You’ve created an expense
policy but how will you enforce it?
Introducing
An expense management tool
that automates expense policy enforcement for you.
Set up policy rules online on the
Happay platform
Send warnings or block
transactionswhen policies are violated
Achieve 100% policy complianceacross
the organisation
