As an admin, you can create a budget policy that applies all selected settings to any selected budget. The following settings can be selected:
Receipt requirement
Transaction review
You can also create a new budget policy by copying an existing policy.
Web Browser
In the Spend Center Navigation Menu, select the Policy link.
Click the Create New Policy button.
Select how you want to create your new policy:
To get help as you set up your policy, select the Guide me option.
To create your policy without help, select the No guidance option.
Note: The steps below describe the steps you would view when creating a budget policy with guidance.
Enter Policy Details
In the Policy name field, enter a name for the policy.
Click the Next button or press the Enter key.
If you want to attach a policy document .pdf file, select the Yes button.
If you do not want to attach a policy document, select the No button and proceed to the next section.
Click the Add button to select a .pdf file from your device or drag and drop the file into the upload area.
In the Name of attachment field, enter a name for the policy document.
Click the Next button or press the Enter key.
Manage Receipt Settings
To require spenders to submit receipts, select the Yes button.
To create a policy without a receipt submission requirement, select the No button and proceed to the next section.
To require receipts on all transactions, select the Always option. To require receipts for transactions above a certain amount, click the By transaction amount checkbox. Then enter the amount in the Transaction Amount field. For example, if you enter $100 as the Transaction Amount, then all transactions in selected budgets greater than or equal to $100 will require receipts. Transactions less than $100 will not require receipts.
To allow missing receipts, click the Allow missing receipts checkbox.
Click the Next button or press the Enter key.
Manage Transaction Review Settings
To require transaction review for the policy, select the Yes button.
To create a policy without a transaction review, select the No button and proceed to the next section.
To require review on all transactions, select the All transactions option. To require review on transactions above a specific amount, select the By transaction amount option and enter the amount.
To require that transactions are approved in the exact order listed in the Require Approval from section, click the Sequential option. With this option selected, each approver must wait until the previous approver has approved the transaction. To allow transactions to be approved in any order, click the Non-sequential option.
To allow approvers to approve incomplete transactions, select the Allow incomplete transactions to be approved checkbox. If this option is turned off, any users selected as approvers cannot approve incomplete transactions.
To allow approvers to approve their own transactions, click the Allow required approvers to approve their own transactions checkbox. If this option is turned off, anyone selected as an approver cannot approve their own transactions.
In the Require Approval from section, you can select users or user roles that are required to approve. To select approvers, click the drop-down menus in the Require Approval section. You can select bookkeepers, budget owners, managers, next level managers, and specific people. Each role can only be chosen once.
If you select the Specific person option, you can enter or select the name of any user from your Spend Center account.
If you have selected the sequential approval flow, the word "Then" displays, meaning that approvers must approve transactions in the order listed. If you have selected the non-sequential approval flow, the word "And" displays, meaning that all approvers can approve transactions in any order.
To remove an approver, click the Remove icon.
To allow the last approver to finalize the approval flow for each transaction, click the Allow last approver to finalize the approval flow checkbox. If this option is unchecked, all approvers must approve each transaction.
To add additional approvers, click the Add Approver link.
Click the Next button or press the Enter key.
Create Policy
Enter a description or additional details for the policy.
Click the Next button or press the Enter key.
To add the policy to existing budgets, click the Add Budget button.
Select any budgets where you want to add the policy.
Click the Add Budgets button.
Click the Next button or press the Enter key.
Review the settings for the budget policy. To save the new policy, click the Create Policy button. Learn how to edit or delete a policy.
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