Overview
The Policy Manager is where administrators define and control how spend is governed across the organization. It allows you to configure approval workflows, enforce spending rules, and ensure that activities follow your company’s financial and compliance requirements.
From the Policy Manager, you can determine who must approve specific activity types, apply conditions based on teams or roles, and align policies to different use cases such as business trips, recurring spend, or special project budgets. These rules are applied automatically when a spend permission is created, so requests are routed and evaluated according to the structure you have defined.
In short, the Policy Manager centralizes your approval logic and enforcement framework, giving Finance and Admin users structured control without requiring manual oversight for every request.
This is used:
1. On budget request
2. On card use
Below is the summary of each category:
1. Standard Card Limit: Limits single transaction or daily or monthly card limits etc., for cases in which an Activity is not defined.
2. Spent Category Discretionary Limits: Similar to Standard Card Limits with category relation.
3. Receipt Requirements: A notification is generated with a requirement to upload a receipt. Here you can create a general threshold limit (that under a certain amount will not require a receipt) or by Expense Category.
4. Justification Requirements: A notification is generated with a requirement to upload a justification. Here you can create a general threshold limit (that under a certain amount will not require a justification) or by Expense Category.
5. Activity Permission Policy: Enable activity types.
6. Out Of Pocket Policy: Enables end users to ask for Out of Pocket reimbursements from their organization.
7. Currency Configuration: Defines the currency per activity type.
8. Approval Policy: Describes if a manager approval is required or auto-approved by an amount or position, per Activity.
9. Buffer Policy: Create a buffer (in percentage) for each activity type. Meaning, how much can an employee go over the full activity amount.
10. Travel Policy: Here the company can define the options of various travel options. For example, out of all flights available, which percentage of total amounts scale, is the employee allowed to book.
11. Per Diem and Meals Policy: This will enable the company to declare the amounts allowed for these topics.
These categories will initially need a Default definition. Afterwards, the ADMIN can add a specific definition for each Activity or each Role in our platform.