Describing Policies

As you've learned in previous units, Policies are used to define settings that control how each request or expense report behaves in the system. Some of these settings influence how requests and expense reports behave when they are associated with each other. The Request Policy controls some options, while others are configured in the Expense Policy. You'll want to ensure that the business owners of the request and expense processes agree before configuring these settings.

This setting controls how many expense reports can be associated with one request. There are three options:

• Unlimited: With this option selected, users can link a single request to as many expense reports as they wish.
• One: This option means a request can only be linked to a single expense report.
• None: This option means that users cannot link a request to an expense report.

This setting controls the default policy of the expense report when it is created based on an approved request. Depending on the configuration of Concur Expense, the user may be able to change the expense report's policy later.

This setting controls if the system will automatically create an expense report on the start date of the approved request.

When an expense report is created automatically from a request, it is created with the same information as an expense report created manually from a request.

When an expense report is created from a request, the request header information is copied to the expense report, and the Create Report from Request with Expected Expenses setting determines whether expected expenses, travel allowance itineraries, and mileage information for the request are copied to the expense report.

This setting controls what detail data is copied from the request to the expense report and applies to all expense reports created from a request, whether automatic or manual. There are three options:

• Travel Allowance and Mileage Only: When selected, the expense report is populated with the request header information, the travel allowance itinerary, the system-generated expenses associated with the travel allowance itinerary, and the field information for mileage, excluding custom fields. This is the default option.
• All Expected Expenses (include 1:1 custom fields): When this option is selected, the expense report is populated with the request header, travel allowance itinerary, field information for mileage, and the expected expenses from the request. Custom field values on the expected expenses are also copied.
• All Expected Expenses: When this option is selected, the expense report is populated with the request header, travel allowance itinerary, field information for mileage, and the expected expenses from the request, but none of the custom field values for the expected expenses are copied.

This setting controls if the allocations in a request apply to all expense types or only the expense types mapped in the Request Policy configuration.

In this lesson, you saw what policy options control integration. In the next lesson, you'll take a closer look at what Site Settings are involved in the integration.