As an administrator of Fyle, you can now create policies only around the expenses incurred on Corporate cards.
Login to Fyle and navigate to the settings page by clicking on the 'gear' icon
Click on the 'Expenses' tab and then the 'Policies' tab
Click on the Add New Policy button or edit an existing policy
Enter all the category, user, and policy conditions, as desired. Refer to this article to learn how to configure policies.
Additionally, under Set the policy conditions section, add a new condition Payment Modes
Set the condition as Paid via Corporate Card and choose whether or not the expense has to be matched with the transaction for the policy to trigger.
Review all the policy conditions and save the policy.
Now, along with the other policy conditions, if the payment mode is selected as 'Paid via Corporate Card', then the policy will trigger.
Example: Mileage expenses are mostly employees' out of pocket expenses. In such cases, where you would have to ensure that the employees set the right payment mode (Paid by Me) while creating the expenses, you can set an expense policy to stop them from saving these expenses with payment mode as "Paid via Corporate Card".
This is how the above policy would look like in the policy form;
Step 1: Select all the categories that are related to "Mileage" and add them to the category field in the policy form.
Step 2: Go to the Set the Policy Condition section of the policy form.
Choose Payment Mode as the condition > Select Paid via Corporate Card
Select if matching would be necessary in order to trigger the policy.
Step 3: Scroll down till you find Policy Actions. Select the policy action, this would help you set how you want the policy violation to show up on the affected expense.
Step 4: Enter the Policy Description, this would help you communicate the reason of why the expense has violated a policy.
Note: This would appear as a pop-up box to the employees who have set the wrong payment mode for mileage expenses.
Now, when an employee X tries to save an expense belonging to the expense category Mileage with payment mode as Paid via Corporate Card this is how the policy violation would look like to the employees when they try to save the expense.
In order to save the above expense successfully, the employee X would have to change the payment mode to Paid by Me