Play by the Rules - Admins
Set up rules, collect receipts effortlessly and keep track of missing receipts.
New features are now helping Administrators with spending rules.
-Play by the Rules
-Pre-spending control on physical cards
-Notifications for expense claims duplicates
What is Play by the Rules?
Play by the Rules is a feature that helps finance teams to collect a maximum number of receipts on Spendesk effortlessly.
In addition to a Spending policy (Settings>Members>Spending Policy), Admins can now add control after payment and be legally compliant.
They can set up a control rule on receipts, deciding how many days the user has to provide the receipt before it is late, and how many late receipts are allowed before the user is blocked from using the cards (virtual and physical if relevant).
Setting up a rule on late receipts allows Admins to:
Have the same level of information and compliance on all types of payments. No more missing receipts, they will be added by the user or officially declared as lost.
Trust the users into being responsible by uploading their receipts.
👉🏻 Spendesk allows you to keep your company fully compliant while giving autonomy to your employees.
Play by the Rules is available on Lite plan (only one rule) or Standard plan (several rules).
How to start using Play by the Rules?
Head over to Settings > Members > Rules and Policies and check the Standard Control Rule.
This pre-existing rule sets that the user has 7 days to provide the receipt (after this delay, the receipt will be late) and has a maximum of 5 receipts late. If this limit is reached, the user won't be able to generate new virtual cards and use their physical card. The user can unlock himself by providing one or several late receipts.
We have pre-selected these parameters because they have been efficient on several organisations to install good habits without blocking the user too often but you can always edit it to adapt it to your situation.
To have this rule running on your account, assign users to this rule by clicking on the rule and selecting the members.
How to create another new rule (Standard plan)
On Lite plans, you have access and can edit the Standard Control rule.
On the Standard plans, If you have different kinds of spending habits within your employees, you can create other rules to adapt to each situation.
To do so:
Once on your Admin or Account owner account, head over to Settings.
From there, tap Members and Rules and Policies.
To create a new rule, choose Create new rule > Control on receipts.
-Choose a name for your rule.
-Add a maximum number of late receipts.
-Add a maximum number of days to provide those receipts.
-Select Assign members at the bottom of the pop-up.
-Select one or several members' names :
-Click on "Create control rule".
Edit a rule
To edit a rule,
-click on Settings.
-Go to Rules and policies.
-Click on the rule you want to edit, for example "Play by the rules".
-You can either edit the rule itself:
-or the members.
When editing a rule, all members under the rule will receive an email notification:
Assign a custom rule to a member
You can assign a custom control rule to a member if necessary and edit it at any time. Let' say you have one user with a very specific situation, you can create a specific control rule for this user.
-Go to Settings.
-Pick the member in question.
-Click on Edit profile.
-Go to Control on information.
-Choose a custom rule or your new rule.
How does it work for the user
On their dashboard, Requesters have an overview of payments with missing receipts.
They see payments in different colors depending on their status: still in the timeframe, soon late or late.
If they've reached their limit of late receipts, then they will lose access to their Physical and Virtual cards, they can unblock themselves by providing the receipts.
Please note that existing subscription cards will keep running.
Payments tab (Controllers)
👉🏻 In the Payments tab, 4 colors of receipts now indicate their status:
-Green for provided.
-Blue for receipts still in the upload timeframe.
-Orange for urgent receipts.
-Red for late receipts.
Requesters will be warned when they are about to be blocked with an email notification, mobile notification (if they have downloaded the mobile app) and Slack notification if they have linked their Spendesk account to Slack.
They will also be notified when they are blocked so that they can immediately unblock themselves by uploading their receipts.