Applying Expense Policies to Specific Users

By default, policies are applied to every user in your expense system. However, you can choose to apply policies to only a specific user or group of users. This feature can be used to block certain users from claiming for a certain expense type, or to apply different rules to different users regarding a certain expense type.

Adding Users to a Policy

  1. On the Manage Expense Policy window, click the Applies To tab.

  2. Right-click the somewhere in the table, then click Add New.

    This opens the Policy Rule window.

  3. Click the drop-down menus to view the lists of locations and departments in your company, then select the user group to whom you wish to apply the policy. You can create the group using any combination of the two fields. Alternatively, if you wish to apply the policy to one specific user, click User Specific to get a drop-down menu of every individual user to select from.

  1. Click to add the user or users to the Applies To table in the Manage Expense Policy window.

  1. If there are multiple user groups or users to whom you wish to apply the policy, you can repeat steps 2-4 as many times as you wish.

  1. Click on the Manage Expense Policy window to save your changes to the policy.

     

If you wish for the policy to apply to, for example, everyone from the London office and everyone in the finance department, you must complete steps 2-4 twice, once selecting only London from the Location field, then once more selecting only Finance from the Department field. If you were to select both London and Finance within the same Policy Rule window, the policy would then be applied only to employees from the London office who are also in the finance department.

Removing Users from a Policy

  1. On the Manage Expense Policy window, find the user or user group you wish to remove from the policy on the list in the Applied To field (using the scroll bar that appears on the right-hand side if necessary).

  1. Right-click the user or user group you wish to remove from the policy, or left-click them and click the menu icon , then click Delete. You will receive a warning message asking if you are sure.

  1. Click to confirm the removal.

  1. Click on the Manage Expense Policy window to save your changes to the policy.