Step 07 - Employee profiles
Purpose
Employee Profiles group employees under a consistent set of expense rules: which categories are visible, what spending limits apply, and which approval policies govern each expense type. Without profiles, TEM uses only the default approval policy and shows all categories to all employees.
→ Concept: Employee profiles and policies
Before you start
- Step 05 complete - profiles reference expense categories
- Step 06 complete - profiles assign approval policies
Steps
- From Truvio Expense Management - Overview, select Employee Profiles
- Select New
For each profile:
- Code and Description - e.g.
STANDARD,MANAGEMENT,CONTRACTOR
Approve Immediately Upon Submission - enable auto-approval for specific transaction types (Expense, Expense Report, Mileage, Per Diem) for employees on this profile. Useful for self-approving senior employees or low-risk groups.
Category Settings - for each expense category, you can:
- Approval Policy - assign the policy that governs expenses in this category for employees on this profile
- Allowed Amount Per Person - approvers are notified if an expense exceeds this per-person amount
- Reimbursement Cap Per Expense - the maximum reimbursed per expense; overruns are flagged to the approver
- Hide - hide a category entirely from employees on this profile
Approval Policies (bottom section) - assign default policies for Mileage, Per Diem, and Expense Report transaction types.
After creating profiles, assign each employee to a profile in Step 08.
Decisions that matter here
How many profiles? - one profile per meaningfully different policy is the right level. Avoid creating profiles that differ by only one threshold; use the amount fields within the profile instead. See Employee profile design.
Hiding categories - use Hide to prevent employees from seeing categories irrelevant to their role (e.g. contractors should not see categories that are only for permanent staff). This reduces entry errors.
Default profile - set a Default Employee Profile in Basic Setup so newly added employees get a sensible starting point without requiring individual configuration.
Validate
Log in to the portal as an employee assigned to each profile and confirm the visible categories match what you configured. Submit a test expense and confirm it routes through the correct approval policy.