As an admin or a reviewer, you can go in and mark entire transactions or parts of transactions as out-of-policy. Users can then link their personal bank accounts and pay for out of policy expenses through Emburse.
What is an Out of Policy expense?
A transaction that doesn't qualify as a company expense.
Example: A personal expense made on a company card.
Example: The company policy is $15 for lunch every day but the purchase was for $20. $5 of the purchase was out of policy.
How do you mark a transaction as Out of Policy?
- Go to the Transactions page
- Click on "v" to the right of the transaction
- Click on "Out of Policy"
You will see the prompt to indicate how much of the transaction was out of policy. You can put in the full amount or only part of it.
You will then be prompted to see if you want to send this out of policy expense to the member to pay through Emburse or not.
Require payment through Emburse
If you mark the transaction as requiring payment, it will show up under the initial transaction with a "Pending" amount.
Mark as out-of-policy without requiring payment
If you mark the transaction as out-of-policy without requiring a payment, it will split the transaction into two amounts.
The member will receive an email saying that their transaction was marked as out-of-policy and that the transaction has been recorded as a personal expense.
On the accounting reports, you will see three different lines:
12/9/18, -$17.89, Ralph's
12/9/18, $7.89, Refund from Ralph's
12/9/18, -$7.89, Personal expense at Ralph's
The dates for the last two transactions will be the dates of the split.
Edit Out of Policy expenses
Click on "Resolve" to see more options on out-of-policy transactions.
Remind cardholder to pay through Emburse
This sends an email to the cardholder to remind them to pay their out-of-policy expenses.
Forgive expense without requiring payment
This will mark the out-of-policy expense as a personal expense and not prompt the cardholder to reimburse the company for the personal expense.
This transaction is not out-of-policy
This will reverse the transaction to its original state and no longer break up the transaction into two items.
View Out of Policy expenses
Filter for only out-of-policy expenses on Transactions page by clicking under Expense Policy for "Out of Policy".