Employee Profiles

Employee Profiles allow you to group employees and apply consistent expense rules and approval policies across those groups. Each profile defines how expenses are submitted, approved, and reimbursed for all employees assigned to it.

An Employee Profile can control:

• Approval workflows and approval rules.
• Which expense categories are visible to employees
• Spending limits and reimbursement caps by expense category

You can create multiple employee profiles to reflect different roles, departments, regions, or policy requirements within your organization, ensuring expenses are processed consistently and in line with company policies.

Create/Manage Employee Profiles

1. From the Travel & Expense Setup – Overview page, select Employee Profiles.
2. Select New to create a new Employee Profile.
3. To Manage an existing Employee Profile, select the Employee Profiles from the list, then select Edit from the Manage menu.
4. Enter values for the following fields:

   • General

     • Code: Enter a short, meaningful identifier for the employee profile.
     • Description: Enter a clear description for the employee profile.

   • Approve Immediately Upon Submission - Enable automatic approval for specific transaction types that do not require approval for employees assigned to this profile. When enabled, transactions are approved immediately upon submission. You can enable auto-approval for the following transaction types:

     • Expense
     • Expense Report
     • Mileage
     • PerDiem

   • Category Settings For Expenses: All defined expense categories will display in this section. You can configure the following settings for each category:

     • Approval Policy: Select the approval policy that applies to this expense category. Any expense submitted by employees assigned to this profile will follow the selected approval workflow.
     • Allowed Amount Per Person: The maximum amount an employee is allowed to submit per person. Approvers are notified when this amount is exceeded.
     • Reimbursement Cap Per Expense: The maximum amount that will be reimbursed per expense per person. Approvers are notified when this amount is exceeded.
     • Hide: When enabled, this expense category is hidden from employees assigned to this profile during expense entry.

   • Approval Policies Default approval policies can be defined per expense transaction type for all users assigned to this employee profile.

     • Mileage: Select an approval policy to assign to all mileage expenses submitted by employees with this profile.
     • Per Diem: Select an approval policy to assign to all per diem expenses submitted by employees with this profile.
     • Expense Report: Select an approval policy to assign to all expense reports submitted by employees with this profile.