In ProSpend, the Policy Level feature can be used to enforce expense limits on the users. You can have up to 5 levels of staff where one of the levels is allocated to each user. Once the policy levels are allocated to the users, the expense limits can be setup for each expense type.

Policy Level can be setup in three steps –

1. Create the policy levels.
2. Allocate the policy levels to the users.
3. Setup expense limits for each policy level in each expense type.

Creating the Policy Levels

As an Admin, click on Policy Levels in Setup section.

By default, you will have one police level (Staff) but to create more, click on New Policy Level.

You can then select the Grade, enter the Level and Description fields, and click on Save Changes.

You can repeat the process to enter more levels.

Allocating the Policy Levels to the Users

As an Admin, click on Users in Company section.

Click on the user that you want to allocate a policy level to.

In the user profile, scroll down to the Claimant Details section where you will find Policy Level field. Click on the drop-down to allocate a policy level to that user and once done, please click on Save Changes.

You can repeat the process to allocate policy levels for more users.

Setting Up Expense Limits for Each Policy Level in Each Expense Type

As an Admin, click on Expense Types in Setup section.

Click on the expense type that you want to setup the limits for.

In the expense type setup, scroll down to Expense Policy Limits where you can enter the limits in the fields next to each policy level. Please click on Save once you have entered the expense limits.

You can repeat the process to enter the limits for all the other expense types.

Once this is done, the policy limits setup would be completed.

From there on –

1. When the user is entering a cash claim and if the expense exceeds their limit, the system will stop them from saving the expense.
   
   
2. When the user is completing their credit card claim and if the expense exceeds their limit, the system would flag the expense as “Over limit” and allow the user to save the expense.