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Submission Policy Field Restrictions

  • Updated

Submission Policies in Float do more than just require receipts or descriptions. Administrators can also restrict the values that cardholders can select for certain fields—like GL codes, vendors, tax codes, and custom fields.

This article explains how field restrictions work, how they affect spenders, and how compliance is enforced.

What are field restrictions?

Field restrictions limit the options a cardholder can select when categorizing their transactions. Only the values chosen by the Administrator are visible or valid.

Field restrictions can be applied to:

  • GL Codes

  • Vendors

  • Tax Codes

  • Custom Fields (if used)

This ensures that transactions are coded accurately and consistently, based on your company’s accounting or reporting requirements.

How to set field restrictions

Field restrictions are configured when setting up or editing a Submission Policy:

  1. Navigate to Settings > Submission Policies

  2. Create a new policy or edit an existing one

  3. In the Fields section, click into the field you want to restrict

  4. Choose which values are available to spenders

  5. Save the policy

Only the selected values will be available for cardholders to choose when coding their transactions.

How restrictions affect spenders

When a field restriction is applied:

  • Cardholders will only see and be able to select the allowed values

  • If a transaction was pre-filled with a value that is not allowed under the policy, the spender must update it to a valid option before the transaction can be compliant

  • If no valid options exist (for example, if a pre-filled vendor is restricted), the spender must clear or replace it

This helps prevent transactions from being categorized incorrectly.

What happens if a restricted value is used?

It is possible for Administrators to select values that are not allowed by the Submission Policy. 

If a transaction contains a field value that is not allowed under the current Submission Policy:

  • The transaction will be flagged as non-compliant

  • It will count as a policy violation if not corrected within 24 hours

  • It may contribute to an auto-pause if the violation threshold is exceeded

Spenders must update the transaction to use a valid, policy-approved value to bring it into compliance.

How to resolve restricted value violations

To fix a transaction that uses a restricted value:

  1. Open the transaction in Float (web or mobile app)

  2. Review the fields flagged as invalid

  3. Select an approved value from the available options

  4. Save the updated transaction

Once corrected, the violation will be cleared automatically, and the transaction will become compliant.

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