Configuring a Policy Group

Objectives

After completing this lesson, you will be able to:
  • Access policy groups.
  • Create a new policy group.
  • Assign expense types and spend limits to policy groups.
  • Assign users to policy groups.

Path to Access Policy Groups

How to Access Policy Groups

Go to the Settings section of the Expense Admin. Under the Policy section, select Edit on the Policy Groups tile.

The SAP Concur settings page under the Expense Settings section. The page is titled Settings and includes a Policy section with five options: Expense Approvals, Travel Allowances, Expense Compliance, Cash Advances, and Policy Groups. Each option has a brief description and an Edit button. The Policy Groups option is highlighted with a yellow border. The top right corner shows the selected product as Expense with an option to View Basic Settings.

How to Create a Policy Group

Follow these steps to create a new policy group.

Once you complete these steps, a demo video is available at the end to reinforce what you've learned and provide a quick recap.

Steps

  1. Once you navigate to the Policy Groups page, select New Group.

    The Policy Groups section under Expense & Invoice Settings. The page displays a list of policy groups with columns for Group Name and Group Code. There are three groups listed: Executives, Sales , and a blank group. Each group has Save and Delete buttons next to them. A New Group button is highlighted at the top left of the list. The navigation bar at the top includes Administration, Company, and Expense & Invoice Settings.

  2. Enter a unique group name.

    The Policy Groups section under Expense & Invoice Settings. The page displays a list of policy groups with columns for Group Name and Group Code. There are four groups listed: Executives, Sales, IT , and Marketing . Each group has options to Save or Delete next to them. The Marketing group is highlighted in yellow.

  3. Choose Save to finalize the group creation.

    The Policy Group interface under the Expense and Invoice Settings. The interface allows the administrators to create up to 5 unique groups for expenses. The page displays a list of existing groups with their respective group names and group codes. Each group has options to Save or Delete. There is also a button labeled New Group for adding additional groups. The interface includes navigation options for Expense and Invoice at the top.

Result

How to Assign Expense Types and Spend Limits to Groups

Once the groups are created, you can assign expense types and spend limits for each group.

Follow these steps to assign expense types to a policy group.

Once you complete these steps, a demo video is available at the end to reinforce what you've learned and provide a quick recap.

Steps

  1. On the Manage Expense Types page, select the group you want to assign a specific expense type to.

    The Manage Expense Types page under the Administration section. At the top, there are tabs for Legacy Experience, Import and Export, and More Settings. Below these tabs, there is a drop-down menu labeled Countries/Regions and Policy Groups, with Marketing selected. On the left side of the screen, there is a list of expense types, such as Airfare, Breakfast, Business Meals (Attendees), Car Rental, and others. Each expense type has a green Active label next to it. There are Save and Cancel buttons at the bottom right corner of the form.

  2. On Your Expense Types section, select the expense type you want to assign to the group.

    The Manage Expense Types interface. The interface is divided into two main sections. On the left, there is a list titled Your Expense Types (31) with various expense types such as Overnight, Parking, Personal Car Mileage, and Printing/Photocopying/Stationery, among others. Each expense type has a status indicator next to it, with most showing Active in green. On the right, there is an Edit Details section for the selected expense type Printing/Photocopying/Stationery. This section includes fields for Expense Type Name, Account Code, and Category, with Office Supplies selected in the category drop-down. At the bottom of the Edit Details section, there are Reset and Save buttons.

  3. In the Edit Details page, scroll down to the Policy Groups: Activation & Limits section.

    The Manage Expense Types interface. The interface is divided into two main sections. On the left, there is a list titled Your Expense Types (31) with various expense types. Each expense type has a status indicator next to it, with most showing Active in green. On the right, there is an Edit Details section for the selected expense type Printing/Photocopying/Stationery. This section includes a subheading Policy Groups: Activation & Limits. The Marketing policy group is highlighted in yellow with a Flag Expense Limit of 2000 and Prevent Expense Limit of 10000. A Save button is located at the bottom right of the main section.

    Tasks you can perform in this section:

    1. Change the amounts of expenses for both the Flag Expense Limits and Prevent Expense Limit.

    2. Activate expense types for that group.

      From the Your Expense Types section, select the Inactive expense type you need to assign to the group. On the Edit Details page, scroll down to the group and toggle on the Status button.

    3. Deactivate expense types for that group.

      From the Your Expense Types section, select the expense type you need to deactivate. On the Edit Details page, from the Policy Groups: Activation & Limits section, toggle off the Status button for the group you need to deactivate the expense type.

  4. Select Save to enable these changes.

    The Manage Expense Types interface. The interface is divided into two main sections. On the left, there is a list titled Your Expense Types (31) with various expense types. Each expense type has a status indicator next to it, with most showing Active in green. On the right, there is an Edit Details section for the selected expense type Printing/Photocopying/Stationery. This section includes a subheading Policy Groups: Activation & Limits. The Marketing policy group is highlighted in yellow with a Flag Expense Limit of 2000 and Prevent Expense Limit of 10000. A Save button is located at the bottom right of the main section. At the bottom right corner, there is a Save button highlighted in yellow.

Result

How to Assign Users to a Policy Group

Users need to be assigned to a policy group for its rules to apply to them.

Follow these steps to assign users to a policy group.

Once you complete these steps, a demo video is available at the end to reinforce what you've learned and provide a quick recap.

Steps

  1. You can access User Accounts on the Expense Settings page by selecting Edit.

    The User Accounts section (highlighted in yellow) and Manage Single Sign-On section under the heading Access To Concur. Above the heading Access To Concur heading there is another section Deployment Toolkit. The screen is divided into two main sections: Settings and Access To Concur. At the top of the interface, there are navigation options for Expense & Invoice Settings and Company. The product in use is Expense, and there is an option to View Basic Settings.

  2. Search and select the user that you want to assign to the policy group.

    Users interface. The page is titled Users and includes options to add users manually or by importing through a spreadsheet. There is a search bar with the term arranda entered. Below, there is a table listing uers with columns for Last Name, First Name, Email, Manager, and Status. The table shows one user: Arranda, Jack. There are options to edit the user or perform actions on the selected user.

  3. Choose Edit User to modify the user's details.

    The user management interface showing the Edit User (highlighted in yellow) page. The user's name is Jack Arranda, and their status is Active. The page includes fields for user information such as first name, middle name, last name, preferred name, email, and username. There are options to Save, Send Invite, or Cancel the changes.

  4. Scroll down to the Expense Policy Group field and choose the drop-down button to display the available policy groups.

    The Edit User interface for a user named Jack Arranda, whose status is active. The interface is divided into several sections: 1. User Information. Active checkbox (checked), Fields for First Name, Middle Name, Last Name, and Preferred Name. 2. Products. Tabs for Expense, Invoice, Purchase Request, and Reporting. Expense tab is selected. 3. Settings. Expense Delegate section; Checkbox for Exempt from Expense Type Limit rules?; Drop-down menu for selecting a department (options include Executives, Marketing, Sales, and US. Sales is selected. Checkboxes for permissions: Can Submit Expense Reports, Can Approve Expense Reports, Can Administer (heading): Can Administer, Can Process Expense Reports, Can Administer Cash Advances. Buttons at the top right include Save, Send Invite, and Cancel.

  5. Choose the group that you want to assign to the user.

    The Products section. Under the Products tab there are several tabs: Expense, Invoice, Purchase Request, and Reporting. Expense tab is selected. Marketing group is selected and highlighted in yellow. Under Products there is another section Settings, that include: Expense Delegate section; Checkbox for Exempt from Expense Type Limit rules?; Drop-down menu for selecting a department (options include Executives, Marketing, Sales, and US. Sales is selected. Checkboxes for permissions: Can Submit Expense Reports, Can Approve Expense Reports, Can Administer (heading): Can Administer, Can Process Expense Reports, Can Administer Cash Advances. Buttons at the top right include Save, Send Invite, and Cancel.

  6. Select Save to confirm the changes.

    The SAP Concur interface showing the Edit User page. The user being edited is named Jack Arranda, and their status is active. The page includes fields for First Name, Middle Name, Last Name, Preferred Name, Email, and Username for Sign-In. The Save button is highlighted in yellow, and there are additional options to Send Invite and Cancel. The interface also includes navigation options for Administration, Expense & Invoice Settings, and Company at the top.

Result

Summary

Thank you for completing this unit!

Throughout this unit, you have gained a comprehensive understanding of Policy Groups, including insights into how to access and manage them. You learned how to access Policy Groups, create new Policy Groups, and configure them by assigning specific expense types and spend limits. Additionally, the unit covered how to assign users to Policy Groups to ensure that the appropriate rules and limits are applied to their expense reports.

Before you move on from this unit, there is a knowledge check to help reinforce and assess what you've learned.

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Learning

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