Advice and answers from the zExpensify Team

Sometimes your report will show violations or notes, though you still need to submit it. These notifications are important, because they will be included in the “review mode” process for the approver to make clear approve or reject decisions.

To change report or policy rules so that some expenses do not generate violations, go to Admin > Policies and make any edits to policy settings that need to be followed. 

A policy admin can also strictly enforce policy rules so reports with errors cannot be submitted until corrections are made. To do this, head to Domain Control and set up the rule "Strictly Enforce Expense Policy Rules."

  • Violations: Violations are items that have gone directly against the policy that has been set by the admins in Expensify. These are displayed in red.
  • Notes: The goal of a note is to draw attention to specific expenses, but there may be no specific call to action. Think of these as a heads up to be sure the expense is filed correctly. These are also displayed in yellow since they could potentially need attention.

Violation Signals

Violation Signals are red exclamation marks or red highlighting. These are errors that need to be addressed before a report is submitted.

  • Receipt required for expenses over $X - This policy requires receipts to be attached to expenses over a certain amount. Attach a receipt by clicking the attach receipt button on expenses missing receipts.
  • Category out of policy - The policy you are using to create the report doesn’t have the category selected for that expense. Either change the policy to the correct one or click on the expense to choose a category from the policy in use.
  • Missing category - This expense hasn’t been categorized. Fix this error by clicking on the expense and choosing a category from the drop down menu.
  • Tag out of policy - The policy you are using to create the report doesn’t have that tag set in it. Either change the policy to the correct one or click on the expense to choose a tag from the policy in use.
  • Missing tag - This expense hasn’t been tagged. Fix this error by clicking on the expense and choosing a tag from the drop down menu.
  • Expense date can not be in the future - The expense was incurred at a date ahead of today. You can edit the expense to change the date to show correctly.
  • Expense Over 90 days old - This expense is outside of the date range of the policy settings. You can either remove the expense from the report or ask for an exemption from your manager.
  • Expense over $X - This expense is more than what is allowed by the active policy. You can either remove the expense from the report or ask for an exemption from your manager.
  • Missing Comment- This expense is missing a required comment. You can simply edit the expense and add a comment to remove this violation.

Note Signals

Some expenses create a yellow highlight and a yellow exclamation mark. These types of highlights are informational, but the expense should still be double checked for accuracy.

Other notes have no highlighting but will still have a yellow exclamation mark to catch your eye.  This is just a heads up, so that you can easily verify that the expense is correct.

Notes show additional information about expenses. They give insight into the type of expense and whether it has been edited from the original value.

  • Non-reimbursable expense - This expense was incurred on a corporate card paid off by the company or it’s been marked by the submitter as an expense that does not need to be paid back to them.
  • Billable expense - This expense is billable to a client/project/vendor.
  • This is a manually entered expense / Receipt not verified by SmartScan - (aka “cash” or “manually entered” expense) - We are unable to verify the authenticity of this purchase because it was not imported directly from a banking website (learn more here).
  • This expense has been modified from its original amount - The amount of the expense was manually changed to adjust for special circumstances. You can check the original value by clicking on the expense to see it in detail.
  • Not shared policy - The report does not have any expense rule policy applied to it. Choose the expense policy you want to apply from the drop down along the top of the screen to see any policy violations.
  • Applied X% conversion surcharge - A currency conversion surcharge was applied when this expense (in a non-policy currency) was created. Conversion surcharges are set by each user in their Personal Settings.

Hard Stop Violations

On the team plan, policy violations will always show as "soft warns". Soft warn policy violations mean that when the employee submits a report, they will get a dialogue that lets them know each of the violations, but they will still be able to submit a report.

Here is an example of that that dialogue:

On a corporate policy, you additionally have the ability to make policy violations a hard stop, meaning that if the employee has any policy violations, they will need to correct them before submitting a report.

It is important to realize that the hard stop option for policy violations is all-or-nothing. You can’t pick and choose which violations are hard stops and which are soft warns. 

In order to enable hard stop policy violations, you’ll need to do the following: 

  1. Have Domain Control enabled.
  2. Go to Domain Control > select the domain you want to manage > Groups > Edit.

3. Click Edit > check the box next to “Strictly enforce expense policy rules” > Save

And you're done! Now users won't be able to submit reports until they are free of policy violations. 

To manage groups and see which employees are members of the particular domain group click on Show Members.

Reducing Company Card Duplicates

Our customers who use the ideal flow of importing a credit card and SmartScanning their receipts also take advantage of our great feature that reduces duplicate credit card expenses.

To save you time and get you reimbursed as quickly as possible, we will automatically match SmartScanned receipts with your credit card transactions. So, SmartScan, then burn your receipts. We’ll also place a temporary violation on SmartScanned expenses until a viable card transaction match can be found. The violation will automatically expire after 7 days.

As an example, when you first SmartScan the receipt from a credit card transaction, it creates a cash expense with the appropriate policy violation. 

When the card transaction is imported, it will auto-match the receipt with that transaction. Here is an example of an auto-matched transaction.

If you know that the SmartScanned receipt is not for a credit card linked to Expensify, or is not a credit card transaction, you can click the blue ‘Ignore’ button.

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