Set up employee profiles
Purpose
Employee Profiles are optional. A default profile is supplied, so you can onboard employees without creating any - TEM uses the default approval policy and shows all categories to all employees - and you can add profiles at any time, including after go-live. Create profiles to 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.
- Concept: Employee profiles and policies
Before you start
- Expense categories exist (profiles reference them) - see Step 05
- Any approval policies you want to assign exist - see Set up 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 06 - Employees.
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.
Field detail
- Reference: Employee profiles