Automate card suspension for missing receipts
Updated
As an administrator on the Expensya platform, you have control over configuring spending policies to align with your organization’s expense management requirements. One key feature within this functionality is the ability to set rules for Expensya Cards, including card suspension for expenses lacking receipts. This helps to maintain compliance and streamline expense tracking, ensuring all transactions are properly documented.
This guide walks you through setting up these spending policy rules to automate and simplify expense oversight.
Follow the steps below to configure suspension rules based on missing receipts for your Expensya Cards.
- From the Admin tab, go to Expenses and Requests menu
- Click on Spending Policies sub-menu
- From the Expensya Cards Policy tab click on Add a new rule for Expensya Card
- Click on Suspend cards
You can set a maximum number of days an expense can remain without a receipt before triggering an automatic suspension of the card.
You can also set a limit on the number of expenses missing receipts that will trigger an automatic suspension of the card.
- Add a rule name and click on Add rule
Example to Illustrate Card Suspension Logic
To better understand how the rules work, let’s look at an example where both parameters—days and number of expenses—are linked:
Example Scenario:
Let’s say you set the following rules:
- Days Limit: An expense can remain unsubmitted for up to 10 days without a receipt.
- Expenses Limit: A maximum of 3 expenses are allowed without receipts.
What Happens in Practice:
- Scenario A: If an employee has 4 expenses without receipts, their card will be suspended immediately, regardless of the number of days, because they exceeded the number of expenses limit.
- Scenario B: If an employee has only 1 unsubmitted expense but has exceeded the 10-day limit, the card will still be suspended due to exceeding the days limit.
Once these conditions are no longer met (i.e., the cardholder uploads the missing receipts, bringing the outstanding items within allowed limits), the card will be automatically reactivated.
