Configuring Reimbursements Submission Policies & FAQ

Configuring your submission policy for reimbursements allows you to define what information employees must include on reimbursement requests. You can configure submission requirements such as receipt capture, GL codes, custom fields, and tax codes.

Configuring Reimbursement Submission Policies

You can navigate to your reimbursement submission policies by following the steps below:

1. Settings > Submission Policies > Reimbursement Policies 
   

Creating Personal Reimbursement Submission Policies

You can create multiple reimbursement submission policies for out-of-pocket expenses made by employees. Users should only use this policy for expenses that aren't business-related travel on personal vehicles. We have a separate Mileage Policy for users to submit reimbursement requests for travel-related expenses.

Please note: Multiple Submission Policies are available to Professional and Enterprise plan customers. Essentials customers have one default personal reimbursement submission policy that can be edited.

How to create a Personal Reimbursement Submission Policy:

1. Navigate to Settings > Submission Policies > Reimbursement Policies > click "Create New Reimbursement Policy"
2. Give the policy a name and description
3. Decide what you want to be required when a user submits a report:
   • You can choose to make the below options Required, Not Required, or Hidden:
     • Receipts, Descriptions, Vendors, GL Codes, Custom Fields (e.g., QBO Classes), and Tax Codes
4. Click "Save Policy"

Configuring Mileage Submission Policies

This policy is for mileage expenses for business-related travel with personal vehicles. 

For users to be able to submit mileage reports, mileage must be enabled within your Reimbursement settings and mileage rates must be configured. Please review our Help Centre article below for instructions on enabling mileage rates for reimbursements:

Configuring Mileage Rates for Reimbursements

How to create a Mileage Policy (Professional & Enterprise Only):

1. Navigate Settings > Submission Policy > Mileage Policies
2. Click "Create New Mileage Policy"
3. Input a name and description for the policy
4. Select which of the following items you want required when submitting a mileage report:
   • Attachments, Describe the Trip, Apply GL Codes, Custom Fields
5. Click "Save Policy"

Editing a Reimbursement Submission Policy

The Default Reimbursement Submission Policy is automatically applied to users in Float. Professional and Enterprise customers have the Default policy and can also create multiple other reimbursement approval policies for specific teams.

Essentials plan customers are limited to one editable reimbursement approval policy.

Please review the steps below for editing a submission policy.

How to edit a Reimbursement Policy:

1. Navigate to Settings > Submission Policies > Reimbursement Policies 
2. Select the policy you want to edit > make your desired edits to the items you want users to include (i.e., Receipts, Descriptions, GL Codes, Custom Fields, Tax Codes) >
3. Click "Save Policy"

Important Information on Submission Policies

• Policy Changes: Updates to submission policies will apply to new reimbursement reports submitted after the changes were made. Reports submitted before the changes were saved will follow the previous policy's requirements.

Frequently Asked Questions on Reimbursement Submission Policies

Are Reimbursement submission policies attached to teams (Professional Plan only)?

No. Unlike Card submission policies, Reimbursement submission policies cannot be restricted to teams. We recommend creating multiple submission policies for your teams so that users know which one to select when creating their reports.