An Expense Submission Policy defines which fields employees must complete before submitting an expense or request in the SiFi application.

This ensures:

• ✅ Consistency across teams

• ✅ Policy compliance

• ✅ Audit readiness

Admins and Finance Managers can customize policies to balance control and flexibility depending on organizational needs.

Steps to Create a Submission Policy

1. Navigate to Approval Policies

• Go to Settings → Approval Policies

• Click “Create Policy”

2. Select Where It Applies

Choose whether the policy applies to:

• A specific budget (department, team, project), or

• The entire SiFi account (default for all users)

3. Define Mandatory Fields

You can mark the following as Optional or Mandatory:

• 📷 Receipts → Proof of payment (invoice, receipt image, e-receipt)

• 📝 Notes → Business purpose or justification for the expense

• 📊 Line Items → Detailed breakdown of purchased items (for accounting/audit)

Examples:

• Require receipts for Reimbursements and Post-Expense Reviews

• Make notes mandatory for Card Limit Requests or Budget Limit Requests

• Keep receipts optional for Account Transfers if not needed

4. Set Rules

• Define whether requests need review/approval or can be auto-approved

• Add conditional rules (e.g., high-value transactions always need approval)

5. Set Submission Timelines (Optional)

• Define how many days employees have to upload receipts or notes.

• After this timeline, cards can be auto-locked until compliance is met.

• Choose whether the countdown starts from:

  • 📅 Transaction date (when card used), or

  • 📑 Posting date (when settlement is recorded)

6. Finalize Policy

• Click Create Policy

• All future expenses and requests will follow the defined submission rules

Example Use Cases

• Strict Compliance → Receipts mandatory for all reimbursements and card expenses

• Lightweight Controls → Receipts optional for account transfers, but require notes for card limit requests

• Audit Prep → Line items required for high-value purchases to simplify accounting audits

Best Practices

✅ Communicate clearly — Share the policy with employees before enabling

✅ Start flexible — Use fewer mandatory fields at first, tighten rules over time

✅ Automate compliance — Combine with Card Lock for Missing Receipts to enforce timely submissions

✅ Audit-friendly — Enable line items for large/recurring vendor payments

📌 Tip for Employees: Always upload receipts and notes immediately after making a purchase — it saves time and ensures your card doesn’t get locked.