Version : Business Enterprise Advanced

Environment : Web Android IOS

Status : User Manager Accountant Administrator

You can configure your company's expense policy in N2F and set up reimbursement rules:

- Blocking limits

- Simple alerts

- Fixed amounts

- Proportional reimbursement

- Maximum number of occurrences over a period

These rules can vary depending on specific criteria, such as geographical area, for example.

To manage your travel policy rules, follow these steps: Settings – Advanced settings – Expense categories.

1. Define a fixed amount

Step 6: enter the fixed amount attached to the expense (example: a €19.00 fixed amount for meal allowance.)

Step 7: You can authorize a fixed amount entry in the expense category (Example: 5 €19.00 meal allowances per month, a 95 reimbursement in total.)

2. Define a limit

Step 1: enter the amount of the limit.

Step 2: choose a specific period corresponding to that limit (per expense, per guest, per day…)

Step 3: there are 2 types of limits available:

  • Blocking limit: the declarant will not be reimbursed once this fixed amount is exceeded (Managers and Accountants can exceptionally raise it up during the Approval and Verification steps.)
  • Simple alert: it is a message warning the declarant that their expense exceeds the company's fee policy, but the expense will be fully reimbursed.

3. Define a proportional reimbursement

This setting is useful if, for a specific expense category, your company only reimburses a certain percentage of the amount of the expense (for example for phone bills, which can be reimbursed up to 80%).

In that case, you have to indicate the amount of the expense (tax included) and the software will automatically calculate the amount reimbursable to the employee.

4. Define a maximum number of occurrences

This functionality allows you to define a maximum number of expenses for the corresponding category and over a certain period.

2 different settings are available:

  • Blocking: the user can enter their expense, but won't be able to send it to the Approval step if the set limit is exceeded.
  • Simple alert: the user can enter their expense and send it to the Approval step, they will just be warned if the set number of expenses is exceeded.

It is also possible to combine the setting of a maximum number of occurrences with a fixed amount / a limit / a proportional reimbursement: