You can set rules and auto-approval rules specifically for virtual cards on the 'Expense Policy' page. These will help you enforce your company’s policy around virtual cards. Click here for more information on creating an Expense Policy.
Rules
The main two types of rules are blocking and warning rules. Blocking rules prevent users from submitting an expense entirely, while a warning rule pops up during the submission to let the user know how to edit the expense so that it is within policy, or allow them to submit the expense with policy violations flagged during the approval process.
To add a rule, click on the ‘Add a Rule’ button.
You can add rules based on requirements, budget and time limit.
Requirement: these rule types require information (i.e. receipt, category, custom field, note) from the user upon expense submission
Budget: budget rules enforce spend limits for users based on particular parameters such as time limits, categories, etc.
Time Limit: time limit rules require that users submit expenses within a certain time threshold, ensuring punctual submission of expense data.
After selecting the type of rule, assign the source to be for Virtual card and add the rest of the rule requirements.
Submitted By: This is who the rule applies to. You can choose everyone, a particular user, or a certain custom Team Field like Department or Location
Of Amount: - This is the expense amount above which the expense is routed to the approver, if applicable
Per: time frame by which to wrap the budget around - options include: per expense, day, month, quarter, year.
Categorized As: Select a category to determine approval routing. Expenses with this category will be routed to the approver you specify.
Tagged As: Choose custom Expense Fields that will determine the approver. Expenses with this field will be routed to the approver you specify.
Warn or Block?: Determine if users can override this policy to submit or if violation will keep them from continuing to submit.
You can preview your rule by selecting 'Preview Rule' prior to creation.
Auto Approval Rules
Auto Approval rules automatically approve expenses below a certain amount, as long as they don’t violate any rules in your expense policy.
Having auto-approval rules for virtual cards mean, as soon as the employee adds the required details, for example a receipt image, and submits the expense, it is approved automatically. The approver does not need to do anything further for that expense to be approved.
To set up an Auto - Approval Rule, click on the 'Auto approval rule'.
Then select only 'Virtual Card' and add any restrictions and details.
Submitted By: This is who the rule applies to. You can choose everyone, a particular user, or a certain custom Team Field like Department or Location.
Of Amount: - This is the expense amount above which the expense is routed to the approver, if applicable.
From Merchant: Select a Merchant to determine approval routing. Expenses with this merchant will be routed to the approver you specify.
Categorized As: Select a category to determine approval routing. Expenses with this category will be routed to the approver you specify
Tagged As: Choose custom Expense Fields that will determine the approver. Expenses with this field will be routed to the approver you specify
You can Preview your Auto-approval rule prior to creation by clicking 'Preview Rule'.