Configuring Expense Compliance

Follow these steps to configure expense compliance rules.

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

1. Once you navigate to the Expense Compliance page, configure the four tabs:

   • Compliance Rules
   • Receipt Handling Options
   • Expense Limits
   • Custom Audit Rules

   Note

   For details on the various field values, you can select the how does it work question mark icon. Then select the Compliance Rules link for an explanation of each field, or use the conversational bubble icon on the right bottom to access the SAP Concur Chat if you need assistance.

   Compliance Rules

   The Compliance Rules page allows you to set the Expense Settings, General Compliance, and Credit Card Compliance rules. These settings include best practice controls that flag expenses out of compliance with policy. You can view and edit the messages that the employee sees by selecting the Warning Message link. The rules check the expense reports when submitted and add an exception to any report that fails the test. The exception appears for the employee, approver, and processor.

   

   In the Expense Settings section, there are checkboxes available which:

   • Allow users to opt in or out of the Expense Assistant.
   • Enable users to split expense reports.
   • Enable users to add mileage via Mileage Grid.

   

   In the General Compliance section, there are checkboxes available which:

   • Flag potential duplicate expenses.
   • Require comments on certain expense types.
   • Require users to itemize all hotel expenses.
   • Prevent users creating expenses in the future.
   • Flag potential duplicate expenses.
   • Flag expenses with a per attendee amount exceeding a specific amount.
   • Flag expenses older than a certain number of days.
   • Require users to include attendees other than self.
   • Require comments for specific expense types.
   • Allow users to input the percentage of the reports included in the random processor audit.
   • Allow users to remove e-receipts without creating expenses.
   • Allow users to remove trip segments without creating expenses.

   

   In the Company Card Compliance section, there are checkboxes available which can be used to:

   • Flag personal expenses.
   • Flag expenses not paid with a company credit card.
   • Send notifications to users when expenses are over a certain number of days old.

   

   Receipt Handling Options
   

   On the Receipt Handling Options page, you can define your expense policy rules regarding receipts. You can choose to require certain receipts or never require a receipt. For example, a company does not require receipts for airfare but always need receipts for hotel stays.

   You can choose to require line-item receipts for expense types and cash or card expense amounts or to allow report-level receipts. Employees can be given a receipt promptly and can be prevented from submitting reports without receipts. When a user must add receipt images to expense reports but cannot provide them, they may instead agree to digitally sign a declaration/affidavit that can be submitted instead of the actual imaged receipts.

   Expense Limits

   

   On the Expense Limits page, define a specific limit for an expense type or a group of expense types for a specified period. A single restriction can be configured to calculate a cumulative total for different expense types over time, even when they span multiple expense reports. Periods are Daily, Weekly, or Monthly. If that limit is exceeded, a warning message is sent to the user. However, the expense report must still be sent.

   Custom Audit Rules

   

   The Custom Audit Rules page monitor the user information entered in the Expense section. These rules can be added, modified, or deleted per requirements. An example of a custom audit rule is your company's desire to ensure that all Miscellaneous expenses include a comment. The rules page displays the rule's name, triggering event, exception code, applicability, and active status.

2. On each page, select Save to enable the changes.