Configuring an Expense Reimbursement Policy

This article describes how to create and configure a new expense reimbursement policy.

• Creating a Basic Reimbursement Policy
• Creating a Full Reimbursement Policy

NOTE: The visibility of information in Corpay Complete is based on roles and permissions assigned to users in addition to company configuration. As a result, some information may not be visible to you or may only be available in a view only format. Follow your company’s accounting processes when completing tasks in Corpay Complete.

Creating a Basic Reimbursement Policy

This section describes how to create and configure a basic expense reimbursement policy.

NOTE: Admin or Expense Manager access is not required for this process.

1. Log in to Corpay Complete.

2. Select the Expenses menu item from the left-side navigation pane.

NOTE: The visibility of pages and information in Corpay Complete is based on roles and permissions assigned to users by a company as well as company configuration. As a result, the pages in your left-side navigation pane may be different from the pages in the image above.

3. On the Expenses page, click the Policies tab. 

4. Click the + New Policy button.

5. The Policy Setting page will display.

6. On the Basic Settings tab, enter a policy name in the Policy Name field.

7. In the Policy Availability pane, select one of following radio buttons:

• Make available to all subsidiaries and departments
• Make available to specific subsidiary and/or department

a. In the Subsidiary drop-down, select the subsidiary that may access this policy.

b. (Optional) In the Department drop-down, select the department that may access this policy.

c. (Optional) Click the Plus  icon to add another subsidiary and optional department.

d. (Optional) Select the AP Team field and choose the AP team(s) that may access this policy.

8. Scroll to the Currencies pane at the bottom of the page.

9. Select one of the following options in the Currencies pane: 

a. Select the Make available to all currencies radio button.

b. The Functional Currency drop-down will display your company’s default currency.

a. Select the Make available to specific currencies radio button.

b. The + Add Currency button will display.

c. Click the + Add Currency button.

d. Select a currency from the Currency drop-down.

e. Repeat steps c and d for each currency that will be available in the reimbursement policy.

a. Select the Make available to all currencies except radio button.

b. The + Add Currency button will display, and the Functional Currency field will populate with your company’s default currency.

c. Click the + Add Currency button.

d. Select a currency from the Currency drop-down.

e. Repeat steps c and d for each currency that will be unavailable for the reimbursement policy.

NOTE: The reimbursement policy will automatically include your company’s default currency.

10. Select the Categories tab.

11. Ensure the Categories toggle is enabled.

NOTE: Corpay Complete pulls categories from your ERP, which means that categories must first exist in your ERP before viewing them in Corpay Complete. After categories are synchronized to Corpay Complete, you may select which categories are available in your expense reimbursement policy. This is a requirement to synchronize expense reports into your ERP.
12. Use one of the following methods to add categories:

a. Select the Category drop-down and choose a category.

b. Click the + Add button to add the category to the Categories table.

a. Alternately, click the + Add All button to add all categories to the reimbursement policy.

13. Click the Submit button.

14. The new expense reimbursement policy will display for all employees in the selected subsidiary or department.

Creating a Full Reimbursement Policy

This section describes how to create and configure a full expense reimbursement policy.

NOTE: Admin or Expense Manager access is not required for this process.

1. Select the Expenses menu item from the left-side navigation pane.

2. On the Expenses page, click the Policies tab. 

3. Click the + New Policy button.

4. The Policy Setting page will display.

5. On the Basic Settings tab, enter a policy name in the Policy Name field.

6. In the Policy Availability pane, select one of the following radio buttons:

• Make available to all subsidiaries and departments
• Make available to specific subsidiary and/or department

a. In the Subsidiary drop-down, select the subsidiary that may access this policy.

b. (Optional) In the Department drop-down, select the department that may access this policy.
c. (Optional) Click the Plus  icon to add another subsidiary and optional department.

d. (Optional) Select the AP Team field and choose the AP team(s) that may access this policy.

7. To enable optional policy violations, select the Violations toggle in the Violations pane.

NOTE: Expense item policy violations will be soft or hard based on company configuration.

a. Enter the maximum expense age in days in the Max Expense Age (Days) field.
b. Enter the maximum expense amount in the Max Expense Amount field.
c. Enter the amount that would require a receipt to be approved in the Receipt Required Amount field.
d. Enter the expense amount that would require a purchase order (PO) in the PO Required Amount field.

8. To override the standard mileage reimbursement, select the Distance toggle in the Distance pane.

a. Select the default distance category from the Default Distance Category drop-down.
b. Enter the mileage reimbursement currency from the Currency drop-down.
c. Enter the rate per mile in the Rate per Mile field.
d. Enter the rate per kilometer in the Rate per Kilometer field.

e. Enter the default unit of measurement from the Default Unit drop-down.
f. (Optional) Click the + Add button to add another currency, rate per mile, rate per kilometer, and default unit.

9. In the Expense Reports pane, select an expense report period from the Expense Report Period drop-down.
10. Select the frequency to automatically submit expenses from Autosubmit Expenses Frequency drop-down.
11. Select the frequency to automatically start the expense workflow from the Auto Start Workflow drop-down.
12. Select a Description Required radio button to set whether descriptions will be required for expense reports.

13. In the Currency Conversion pane, select from the following radio buttons:

• Convert Expense Item currency to the Employee’s currency
• Convert Expense Item to the Employee's Subsidiary currency
• Convert Expense Item to the Policy’s functional currency
• Do not convert Expense Item currency automatically

14. Scroll to the Currencies pane.

15. Select one of the following options in the Currencies pane:

a. Select the Make available to all currencies radio button.
b. The Functional Currency drop-down will display your company’s default currency.

a. Select the Make available to specific currencies radio button.

b. The + Add Currency button will display.

c. Click the + Add Currency button.
d. Select a currency from the Currency drop-down.
e. Repeat steps c and d for each currency that will be available in the reimbursement policy.

a. Select the Make available to all currencies except radio button.
b. The + Add Currency button will display, and the Functional Currency field will populate with your company’s default currency.
c. Click the + Add Currency button.

d. Select a currency from the Currency drop-down.
e. Repeat steps c and d for each currency that will be unavailable for the reimbursement policy.
NOTE: The reimbursement policy will automatically include your company’s default currency.

16. Select the Categories tab.

17. Ensure the Categories toggle is enabled.

NOTE: Corpay Complete pulls categories directly from your ERP, which means that categories must first exist in your ERP before viewing them in Corpay Complete. After the categories are synchronized to Corpay Complete, you may select which categories are available in your expense reimbursement policy. This is a requirement to synchronize expense reports into your ERP. 

18. Use one of the following methods to add categories:

a. Select the Category drop-down and choose a category.

b. Click the + Add button to add the category to the Categories table.

a. Alternately, click the + Add All button to add all categories to the reimbursement policy.

19. Select the Tax tab.

20. Select the Preset Taxes toggle to enable optional taxes.

NOTE: Corpay Complete pulls taxes directly from your ERP, meaning that taxes must first exist in your ERP before viewing them in Corpay Complete. After the taxes are synchronized to Corpay Complete, you may select which taxes are available in your expense reimbursement policy. This is a requirement to synchronize expense reports into your ERP. 

21. Use one of the following methods to add tax codes:

a. In the Link Taxes pane, select a tax code from the Tax drop-down and then click the + Add button to add the tax code to the Taxes table.

a. Alternatively, click the + Add All button to add all taxes to the Taxes table.

22. Click the Per Diem tab.

23. Select the Per Diem Expenses toggle to allow employees to record and submit per diem expenses.

24. In the Add a Per Diem Rate pane, enter a name for the per diem rate in the Name field.

NOTE: This field is required for per diem expenses.

25. In the Rate field, use the  icon to add a rate. Alternatively, enter the rate with your keyboard.

26. In the Currency drop-down, select a currency.

27. In the Category drop-down, select a category.

28. Click the + Add button to add the per diem rate to the Per Diem Rate table.
29. In the Per Diem Rate table, select the Per Diem Rate toggle to make the new per diem rate active.

30. Repeat steps 24 through 29 to add another per diem rate, if desired.

31. In the Per Diem Expenses pane, select an optional default per diem rate category from the Category drop-down.

32. Click the Submit button.

33. The new expense reimbursement policy will display for all employees in the selected subsidiary or department.