Step 1 - Open Expense Policies and start a new one
Go to Expenses from the left navigation, then open Expense Policies. If your company has no policies yet, click Add expense policy in the empty state; otherwise click Add expense policy in the panel on the right. Only a tenant admin can open this page - anyone else sees a message asking them to contact a company admin.
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Step 2 - Enter the policy's basic details
On the Policy details step, fill in:
Please enter a name for the policy - this is visible to other admins.
Please enter the description for the policy (optional) - this is visible to every employee the policy applies to.
When will this policy be effective from? - the date claims start being checked against this version.
Which currency are the rates in? - every rate row on this policy is stated in this currency.
What unit should be used for mileage by default? - Km or Miles.
Click Next. Asanify saves the policy as a draft, and the remaining steps become available.
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Step 3 - Set per diem rates, allowance items and allowance rules
On the Per diem rates step:
Under Daily rates, a Policy default row is already there. Click Add per diem rate to add a city row - search for the city, and it is added to the company's city list if it is not already there - or click Tier to add a rate for a city tier; a city or tier row wins over the policy default. Tier stays disabled until the company has at least one city tier set up.
Allowance items splits a day's per diem into named items. A new policy starts with four: Breakfast, Lunch, Dinner and Incidentals, totalling 100%. You can rename items, change their percentages, and set whether each is Deductible when provided and Claimed by default, but the percentages must total 100% before you can move to the next step. Remove every item to claim the full per diem as one amount instead.
Allowance rules (optional) pay a different share of per diem on days that match a condition, such as a travel day. Click Add allowance rule, set the condition under When, and choose whether the effect is a percentage of per diem or a fixed amount. Drag a rule to change the order rules are checked in - the first match wins.
Lodging caps (optional) are keyed the same way as the daily rates, per night, and are used to flag hotel lines above the cap.
Click Next.
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Step 4 - Add mileage rates
On the Mileage rates step, click Add vehicle for each vehicle type the company reimburses, and set its rate, unit, and whether distance is entered Manually or by Odometer (with a toggle for whether a photo is required). GPS entry is marked Coming soon and cannot be turned on yet. This step can be left empty if the policy does not reimburse mileage.
Click Next.
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Step 5 - Add validation rules for this policy
On the Validation rules step, click New validation rule. In the drawer, fill in the Validation rule name, the condition under Validation will fail when, the Message the requester and approver will see, and whether failing the rule should Allow with a warning or Reject the claim. Click Save validation rule. A rule saved here applies only to employees this policy applies to, and also appears read-only on Company Settings › Validation Rules, labelled with this policy's name.
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Step 6 - Choose who the policy applies to
On the Who does this policy apply to? step, leave the rule empty to apply the policy to Everyone, or choose Employees matching these conditions and build a condition on an employee attribute such as department or entity. When more than one policy matches an employee, the policy higher up the Expense Policies list wins - a newly created policy starts at the top of that order.
Turn on Set as company default to make this policy the fallback for employees no other policy matches; a company has only one default, so turning this on hands that role to this policy once it is published. Click Next.
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Step 7 - Review and publish
The Summary step lists every section you completed, with an Edit link beside each one to go back and change it before publishing. Check the details, then click Create policy. Asanify publishes the policy, makes it the company default if you turned that on, and returns you to the Expense Policies list with the new policy showing as Active.
If the effective-from date you set in Step 2 is in the past, Asanify shows a note that claims dated on or after that day will be computed under this version once it is published.
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