• What is a Generic Expense Policy


A Generic Expense Policy covers policies other than the usual mileage or allowance expense policies. For example, business entertainment expenses, medical expenses, education and training expenses, and more.






 

  • To create a policy for generic expense:

  1. Head to the left panel. Click Expenses > Policies.

  2. Click Create Expense Policy.




  1. Select Generic from the drop down list.

  2. Click Create Policy.



  1. Fill in the required fields. For specific details, refer to the paragraphs below.

  2. Confirm by clicking Confirm.




  1. Click Expenses > Policies.

  2. On the right of the policy, under Status, slide ON.




  1. Confirm by clicking OK to activate the policy.


 

What to fill in:

Part 1: Policy

  1. Fill in the expense policy name. For example, Education and Training Expense Policy.

  2. If you require your employees to provide attachments and description, tick the relevant boxes.




  1. Advanced settings allow you to select multiple currencies, select policy start and end date, select cost centers, adding other desired custom text fields. 

  2. Custom text fields are optional customised fields you’d like your employees to fill up when submitting a request, for example, employee ID number and more. 

  3. Select the Tag Travel Request and Require Travel Request boxes if you need employees to link this expense policy to a travel request that they’ve submitted for.



 

Part 2: Eligibility


  1. Select Yes, if all employees are eligible to submit an expense request on this policy. 

  2. Select No, and choose the relevant criteria for the group of employees that are allowed to submit an expense request for this policy.




For example, you only want managers to be able to submit a request for your entertainment allowance; select the job band. This allows only employees of certain job band to view this expense policy in their app and apply for this expense request.


 

Part 3: Limit


  1. This is where you can set an expense limit. Select No, if this policy does not have a cap on the amount claimable,

  2. Select Yes, if there is a limit on the amount claimable. You will be able to set a specific limit by filling the amount under Default Rate.



 

For example, your company allows employees to claim a limit of RM200 for local accommodation. This allows employees to claim up to RM200. They will not be able to proceed with the claim if the amount inserted is more than RM200.

 

 

Part 4: Approval Routing


  1. Select Yes, if you would like to use the default approval routing as set in Expenses > Settings.

  2. Select No, to set specific approval routings.

  3. Click Add Approval Routing. 


  1. Choose Group, Select Approval Routing. 

  2. Click Confirm.



  1. Repeat this step to add multiple groups of employees.

 

For example, you have a study allowance expense that must get approval from your HR Executive (Learning & Training) after the manager approves. This would require a specific approval routing which is different from your general approval routing for other expenses, you may apply the specific approval routing here. Before that, make sure that the specific approval routing has been added in the Default Approval Routing under Expenses > Setting.