How do the exception requests work?

Selim Ounis Updated by Selim Ounis

On Expensya, there are 4 types of spending policies : 

 

 

You can find more details about spending policies in the following article: How to configure expense rules   

In certain cases of expenses subject to a ceiling reimbursement (2nd type of rule), the user has the right to request an exception in order to be reimbursed the full amount of the expense or an amount exceeding the ceiling. 

The exception request is an option available only with the expenditure rule type: reimbursement by ceiling.  

The exception request can be accepted or rejected by the validator or the account administrator. 

 

The exception request is only possible if the administrator has enabled this option in advance in the rule in question. 
Exception requests are applicable to all categories except "mileage expenses". 

 

The enabling of exceptions by the administrator : 
  1. In the "Administration" tab, choose the "Spending Policies" sub-category  
  2. Go to the "Spending Rules" page  
  3. Click on "Add a new spending rule". 

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  1. Set up your spending policy by following the steps mentioned in the following article: How to configure expense rules
  2. In the 3rd step, check the "Allow exceptions on all categories except mileage" option  
  3. Finally, click on the "Add rule" button 

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Adding a secondary validator to manage exception requests   

Exception requests can be managed by the account administrator and/or the N+1 validator or by an additional validator:   

 To add a secondary validator, simply follow these steps  

  1. In the "Administration" tab, choose the "Users" submenu  
  2. Click on the user to whom you will assign the secondary validator  
  3. Go to the "Validation/Approval" tab  
  4. In the section "Additional validation levels", put the name of the validator in the first field  
  5. Click on "None" and choose "Exception request"  
  6. Save your changes via the "Update" button 

 

Requesting an exception  

If you want to be reimbursed for the full amount of an expense that exceeds the reimbursable amount, you can request an exception.  

To do so, go to the "Expenses" tab,  

  1. Go to the "Expenses" tab  
  2. Click on "+ Expenses", then "Manual entry".  
  3. Fill in the fields to create your expense  
  4. Check "To be reimbursed".  
  5. As soon as you fill in the field that does not comply with the expense rule, a "Request an exception?" button is displayed. The "Description" field becomes mandatory.  
  6. Fill in the "Description" field, then click on the "Save" button  
If you do not click on the "Request an exception?" button and save, the expense will be created, but you will only be reimbursed on the default reimbursable amount. 

 

 

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