Submission policies allow you to create and enforce guidelines for what information users are required to provide on Card Transactions they create. These policies can be customized to apply to spend related to specific Teams and/or specific types of expenses such as travel, onboarding, benefits, etc.
Multiple policies are only available for Professional Plan customers. Essential plan customers will only have access to a single default submission policy. To upgrade your plan, please email us at support@floatfinancial.com
Why configure a Submission Policy?
- Control if receipts or GL codes are required
- Limit how many transactions on a single card can be missing information before a card is automatically paused
- Filter which GL codes users can select on transactions
- If multiple submission policies are available to a Spender, they can select the submission policy that best represents their spend request as well as apply their own GL code to their transactions.
Configuring Submission Policies
Editing an Existing Submission Policy
Selecting a Submission Policy for Spend Requests and new Card creation
Changing the Submission Policy for an existing card
Notifications related to Submission Policies
Creating a Submission Policy
1. Navigate to the Settings page at the bottom left side of the navigation side bar
2. At the bottom of the Settings page, select Submission Policies
3. Click "Create New Policy" on the left hand side of the Submission Policies page.
4. Give your Submission a name and description. It’s best to be as descriptive as possible since the spender will use this description to select the most appropriate policy for their expenses.
5. Select whether transaction fields are Required (must be populated in order for the transaction to be compliant), Not Required (optional, but available for the user to complete) or Hidden (not required and not visible to the user).
If you make a field Required, you can optionally set an amount threshold, below which the field will be Not Required.
6. Configure Card Compliance. Each transaction that is missing one of the fields you configured as "Required" will be considered a violation of this Submission Policy. Toggle on "Autopause this Card for Policy Violations?" to automatically pause cards which have this Submission Policy when the number of transactions that are missing Required fields exceeds the "Number of violations before pausing".
Editing an Existing Submission Policy
1. Settings > Submission Policies > Click the policy you wish to edit.
2. Make the desired changes and click "Save Policy" at the bottom of the page.
Deleting a Submission Policy
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- Settings > Submission Policies > Click the policy you wish to delete.
- Scroll to the bottom of the policy and click "Delete". This cannot be undone.
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Select a replacement policy for any cards which use the deleted policy.
Selecting a Submission Policy for Spend Requests and new Card creation
When requesting or creating a card, if more than one Submission policy is available, please select the most appropriate policy for the upcoming expenses. If you are unsure of which policy to select, please reach out to your Float Administrators for guidance.
The selected Submission Policy will apply to all future transactions made with this card, until/unless the policy is changed.
Changing the Submission Policy for an existing card
Administrators and Managers can change the Submission Policy that is applied to their spenders' cards.
- Navigate to Cards > Virtual or Physical > click the card.
- Under "Card Settings", click the currently-assigned Submission Policy
- Select the new policy > click "Confirm"
Notifications related to Submission Policies
Notifications are sent to the Spender in the following scenarios related to Submission Policies:
- Card is paused due to a number of policy violations in excess of the allowed amount
- Card is unpaused 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