Approval Policies

Approval Policies provide additional flexibility in determining who must approve employee expenses. By default, expenses submitted by an employee are approved by the approver assigned on the employee card. When different approval behavior is required—such as multiple approval levels, higher spending limits, or category-specific approvers—Approval Policies can be used to define custom approval rules.

• You can create multiple Approval Policies to match your organization’s needs. For example: Management may have a higher spending threshold before additional approval is required.
• Certain expense categories may always require approval from a specific approver, regardless of who submits the expense.
• Approval Policies support up to three approval levels and multiple approvers can be assigned to the same level. All approvers at one level must approve before the expense is routed to the next level.
• Each Approval Policy must be assigned to an Employee Profile to take effect.

Create/Manage an Approval Policy

1. From the Travel & Expense Setup – Overview page, select Approval Policies.
2. Select New to create a new Approval Policy.
3. To Manage an existing Approval Policy, select the Approval Policy and select Edit from the Manage menu.
4. Enter values for the following fields:

   • General

     • Code: Enter a short, meaningful identifier for the approval policy.
     • Description: Enter a clear description for the approval policy.

   • Base Approvers: Base Approvers define the standard approvers an expense is routed to, based on the employee or the project associated with the expense.

     • Employee's Approver: Controls whether the expense is routed to the approver assigned to the employee (Employee Card). Select which level you wish this approval to be assigned (order).
       • No (Do Not Use)
       • Level 1
       • Level 2
       • Level 3
     • Project Approver: Controls whether the expense is routed to the approver assigned to the project or job associated with the expense. Select which level you wish this approval to be assigned (order).
       • No (Do Not Use)
       • Level 1
       • Level 2
       • Level 3

     Note: If both Employee's Approver and Project Approver are assigned to the same level, both approvers must approve before the expense proceeds to the next level.

   • Always Add a Fixed Approver: Enable this option to always include a specific approver in the approval workflow.

     • Active
       • No (Do Not Use)
       • Level 1
       • Level 2
       • Level 3
     • Fixed Approver - Select the approver who will always review the expense at the selected level.

   • Conditional Approval

     • Amount-Based Approval: Enable this rule to require additional approval when an expense exceeds a certain amount.

       • Active
         • No (Do Not Use)
         • Level 1
         • Level 2
         • Level 3
       • Amount Greater Than: Enter the amount that triggers an additional approval when exceeded.
       • Add Approver: Select the approver who will review the expense when the threshold is exceeded.

     • Automatic Approval (Auto-Approve Below Amount): Enable this rule to bypass all approval workflow and auto-approve when an expense is below a certain amount.

       • Amount Less Than: Expenses are automatically approved when the amount is less than this value.
       • Private Use Company Card Expense: Specify whether private-use company card expenses can be auto-approved if below amount.