Policy Configuration of Expense Claims

 How to Configure Expense Claim Policies in Jisr

The Expense Claim Policy Configuration feature in Jisr allows admins to define, manage, and enforce company-wide rules for handling employee expense claims.
With these policies, organizations can control spending, ensure compliance, and streamline approvals, all in one place.

As an admin user, you can:

✅ Create new policies for employees, departments, or groups.

✅ Define transaction limits and receipt requirements.

✅ Set up approval workflows: default, custom, or category-specific.

✅ Edit existing policies and view violations in real time.

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1. Navigate to Spend→ Configuration→ Spend Policies. You’ll see a list of existing policies and the option to create a new one. Click on "Create Spend Policy" button.

2. Policy Details

Fill out the basic information for your policy:

• Policy Name → Give the policy a descriptive name, e.g., “Expense Reimbursement Policy”.

• Applicable To → Choose who this policy applies to:

  • All employees

  • Specific users

  • Selected user groups

  • Selected departments

• Policy Start Date → Choose today or any future date. (Past dates are not allowed)

• Upload Policy Document → Attach a PDF, JPG, or PNG file for reference.

3. Policy Setup

Here, you define the rules and requirements for the policy:

a) Submission Requirements

• 📸 Require a Receipt → click inside the checkbox to make receipt uploads mandatory.

• 📝 Require a Short Note → click inside the checkbox to ask employees to provide a reason for the expense.

• 🚫 Block Requests from Employees on Probation → click inside the checkbox to prevent new hires from submitting claims until probation ends.

b) Transaction Limits

Set per-transaction spending caps:

• Limit Type:

  • Warning → Show an alert, but allow the user to continue.

  • Blocking → Stop the user from submitting the claim entirely.

c) Default Approval Workflow

By default, Jisr sets the following flow:
Team Manager → Finance Manager

However, you can modify this sequence by choosing from:

• Team Manager

• Line Manager

• Finance Manager

• Finance Head

• Head of Organization

• Automatic Approval (applies only when explicitly selected)

💡 Note: This workflow acts as a catch-all rule. It can be overridden by custom workflows or category-specific rules.

d) Custom Workflows

Create approval rules based on transaction ranges:

• Start the first rule from 0 to 100 SAR.

• When adding a new rule, Jisr automatically starts the next range from 101 SAR onward.

• Continue adding rules based on your organization’s approval hierarchy.

4. Spend Categories

Apply different rules for specific expense categories:

• View a list of all available categories.

• Customize each category to define:

  • Transaction limits

  • Receipt requirements

  • Approval workflows

• These rules override the default policy for the selected category.