Configure Reimbursement Approval Policies

Reimbursement Approval Policies in Float allow you to define how reimbursement reports are routed for approval within your organization. These policies ensure that reimbursement reports follow a structured approval process, which can be customized based on your team’s specific needs.

With the ability to create multiple custom approval policies, you can tailor the approval workflow to different Teams and the amount requested. 

Note: Multiple approval policies are available to customers on Float's Professional and Enterprise plans. The Essentials plan allows one editable approval policy. To upgrade to Float Professional, reach out by submitting a request from help.floatcard.com! You can find more information here.

Default Reimbursement Approval Policy

A default approval policy is automatically applied and can be modified. This will be the only available approval policy for customers on the Essentials plan. 

To edit the Default Approval Policy, go to Settings > Approval Policies > Reimbursements > Default Personal Reimbursement Policy. 

Creating a Custom Reimbursement Approval Policy

Approval policies live within your account settings. To create a new reimbursement approval policy:

To create a new approval policy:

1. Navigate to Settings: Go to Settings > Approval Policies > Reimbursements.
2. Click “Add Approval Policy” at the top right corner of the page.
3. Name the Policy: Provide a name for the policy (e.g., "Marketing Reimbursements," "Travel Expenses," "Executive Reimbursement Policy"). This name will be used to identify the policy when selecting an approval workflow for reimbursement.
4. Adding Approval Levels:
   - The first approval step defaults to reimbursements with amounts starting from $0 and up. You can add additional levels that apply conditionally based on the reimbursement report total.
   
   Example: You can add a secondary approver for reports that exceed $100.
   This allows you to route reimbursement approvals to the required approver based on the value of the report.
   
   - To add a step, click “Add Level” and optionally set the reimbursement amount threshold for that level.
   - Select one or more approvers for that step. You can also select a preconfigured approval group!
5. Click “Save” on the left side of the page. The policies are editable at any time. 
6. Once saved, your policy will be available to select for users on the specific teams that the policy is applied to when submitting a reimbursement for approval.

Editing a Reimbursement Approval Policy

1. Navigate to “Settings”→ “Approval Policies”→ “Reimbursements”
2. Click "Edit" on the approval policy you want to edit.
3. Adjusting Approval Levels:
   - The first approval step defaults to reimbursements with amounts starting from $0 and up. You can add additional levels that apply conditionally based on the reimbursement amount.
   - To add a step, click “Add Level” and optionally set the reimbursement amount threshold for that level.
   - Select one or more approvers for that step. You can also select a preconfigured approval group!
4. Click "Save" on the left side; policies are editable at any time. 
5. The policy is updated and is available to choose for teams when members submit Reimbursement reports

The updated approval policy will apply to any new reimbursement reports. Reports created before the policy was edited will not be affected by the changes.