Creating and Editing Submission Policies

Submission Policies help enforce the collection of required information on card transactions. They’re flexible enough to match different types of spend—such as travel, onboarding, or team-specific purchases—and play an essential role in maintaining accurate records and compliance.

This article explains how Admins can create, update, assign, or delete Submission Policies in Float.
 

Guide Overview

Creating a Submission Policy
Setting Compliance Rules (Auto-Lock Cards)
Editing an Existing Submission Policy
Deleting a Submission Policy
Selecting a Policy When Issuing a Card
Changing the Policy on an Existing Card
Notifications related to Submission Policies

Creating a Submission Policy

To create a new policy:

1. Navigate to Settings (bottom left in the sidebar)
   

2. Select Submission Policies

3. Click Create New Policy
   
    

4. Enter a name and description for the policy. The description helps Spenders choose the right policy when submitting a Spend Request.

5. Configure transaction field settings for each field (like Receipt, Description, Vendor, GL Code):

   • Required – Must be completed for the transaction to be compliant

   • Not Required – Optional for the Spender

   • Hidden – Not visible or required
     
      

   • You can also restrict which GL codes, vendors, tax codes, or custom field options are available. Learn more in Submission Policy Field Restrictions.

6. (Optional) Set amount thresholds for required fields
   For example, only require a receipt for transactions over $100.
   

7. Configure compliance rules (see next section)

8. Click Save Policy
   
    

Setting Compliance Rules (Auto-Lock Cards)

You can set rules that automatically lock a card if it exceeds a number of non-compliant transactions.

1. In the Card Compliance section, toggle Autopause this Card for Policy Violations?

2. Enter the maximum number of violations allowed before the card is paused
   

3. Click Save Policy
    

Editing an Existing Submission Policy

1. Go to Settings > Submission Policies

2. Click the policy you'd like to edit

3. Make your changes

4. Click Save Policy
   
    

Changes will apply to all cards currently using that policy.

 

Deleting a Submission Policy

1. Go to Settings > Submission Policies

2. Click the policy you'd like to delete

3. Scroll down and click Delete
   
    

4. Select a replacement policy for any cards currently using the policy you're deleting
   

5. Click "Delete and Replace". This cannot be undone. 
   
    

Selecting a Policy When Issuing a Card

When requesting, creating or approving a card:

• If your organization has multiple policies, you'll be prompted to select the appropriate one

• If Spenders are allowed to choose, they’ll see the policy descriptions you've defined

The selected policy will apply to all future transactions on that card until changed.

 

Changing the Policy on an Existing Card

Admins and Managers can update the Submission Policy for any card:

1. Go to Cards > Use filters to locate the card > Select the card

2. In the Card Settings, click the current Submission Policy

3. Choose the new policy

4. Click Confirm
    

Notifications related to Submission Policies

Notifications are sent to the Spender in the following scenarios related to Submission Policies: 

• Card is locked due to a number of policy violations in excess of the allowed amount
• Card is unlocked when a Spender resolves the policy violations by completing the required fields
• Policy has been updated (for cardholders) 
• A transaction is in violation of a policy