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Expense Policy

Your Expense Policy is the rulebook for what your team can claim. It lists the kinds of expenses you allow, sets a spending limit on each, decides which claims need a receipt attached and which need a manager's approval, and holds the rates you pay for things charged by distance or by day — such as a per-kilometre rate for using a personal vehicle. When someone submits an expense, Bizconnekt checks it against this policy for you.

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What does an Expense Policy decide?​

A policy answers, in one place, the questions your team keeps asking:

  • What can I claim? The list of expense categories you allow — for example Meals, Travel, or Accommodation.
  • How much? A spending limit on each category — a cap per claim, a cap per month, or both.
  • Do I need a receipt? The amount above which a receipt must be attached.
  • Does this need approval? The amount above which a claim goes to an approver before it can be paid.
  • What rate applies? For expenses paid by distance or time, the rate — for example an amount per kilometre driven, or per day away.

A real example​

Say your rules are: "Meals up to a set amount need no receipt; travel always needs a receipt and a manager's approval; mileage is paid at a fixed rate per kilometre." You set that up once here:

  • A Meals category with a per-claim limit, and a receipt only required above a smaller amount.
  • A Travel category that always needs a receipt and always needs approval.
  • A per-kilometre rate on your mileage category, so a trip is worked out from the distance entered.

From then on, a team member who submits a small meal is cleared straight away, while a travel claim without a receipt is stopped before it's submitted, and a large claim is routed for approval — all without anyone rechecking the rules by hand.

Who sets this up?​

An administrator sets up the policy for your business. Each business unit can have its own policy, and one policy is marked as the default so new expenses know which rulebook to use. After setup, your team just submits expenses.

How do I open Expense Policy?​

  1. Open Bizconnekt Admin from the main menu.
  2. Go to Settings.
  3. Select HR & Expenses.
  4. Choose Expense Policy.

How do I create a policy?​

  1. Open Expense Policy.
  2. Choose Add to start a new policy.
  3. Give the policy a name your team will recognise.
  4. Add your expense categories (see below).
  5. Set the spending limits, receipt rules, approval rules, and rates.
  6. Save. The policy is now the rulebook your expenses are checked against.

How do I add an expense category?​

  1. In the policy, choose to add a category.
  2. Enter:
    • Category name — such as Meals, Travel, or Office Supplies.
    • Description (optional) — a short note on what belongs here.
    • Rate and basis (optional) — for expenses paid by distance or day, enter the rate and how it is charged (a flat amount, an amount per kilometre, per day, or per unit).
  3. If a category has natural sub-types — for example Travel split into Flight, Train, and Own Vehicle — add those as sub-categories, each with its own rate if needed.
  4. Save the category.

How do I set spending limits and receipt rules?​

For each category, you can set:

  1. A per-claim limit — the most that can be claimed in a single expense.
  2. A monthly limit — the most that can be claimed in that category across a month.
  3. A receipt-required amount — claims above this must have a receipt attached; smaller ones don't.
  4. Whether the category is allowed at all — you can switch off a category without deleting it.

You can keep one set of limits for everyone, or set different limits for different teams — for example a higher travel limit for your field staff than for office staff.

How does approval work?​

  1. Turn approval on for the policy if larger claims should be reviewed before payment.
  2. Set the amount above which a claim needs approval — anything at or below it is cleared automatically.
  3. Who the claim goes to is decided by your approval workflow, so the right person reviews it.

This keeps small, everyday expenses moving quickly while making sure bigger ones get a second look.

What does a policy control? A quick reference​

SettingWhat it does
CategoryA kind of expense your team is allowed to claim (Meals, Travel, and so on)
Sub-categoryA split within a category (for example Flight or Own Vehicle under Travel)
Rate and basisThe amount and how it's charged — flat, per kilometre, per day, or per unit
Per-claim limitThe most that can be claimed in a single expense
Monthly limitThe most that can be claimed in a category across a month
Receipt required aboveThe amount above which a receipt must be attached
Needs approval aboveThe amount above which a claim is sent for approval before payment
AllowedWhether a category can be claimed at all right now

Can different teams have different limits?​

Yes. You can keep one common set of rules, or give particular teams their own limits, their own approval thresholds, and their own overall monthly cap — while everyone still draws from the same list of categories.

What does this change for my team?​

Once your policy is set, it works quietly behind every claim:

  • On an expense, the category, limits, receipt rule, and rates are all applied as your team fills in the form.
  • A claim that breaks a rule — over the limit, or missing a required receipt — is caught before it's submitted.
  • Larger claims are routed for approval, and cleared claims flow through to reimbursement.

Set the rules once here, and your team's expenses stay within them on their own.

Need help? Contact support at support@bizconnekt.com