Managing Expense Policies in Reimbi

Welcome to your go-to guide for managing expense policies in Reimbi. We'll walk you through setting up and tweaking your policies to make sure they fit your company's needs. Let's dive in!

First Things First: Getting to Your Policies

Here's how to find your way to the policies:

1. Log into Reimbi: https://app.reimbi.com/

2. Look at the left side of the screen. "Company settings". Click on that.

3. Now click on "Expense policies" in the menu.

You'll your existing policies displayed. Want to make a new one? Just hit the "Create new policy" button in the top right corner.

Quick note: The policy names you see will be specific to your company.

The Basics: General Settings

Click on a policy, here's what you'll see in the General tab:

1. Policy Name: Give your policy a name. Don't worry, only you and your team will see this.

2. Policy Status: Turn the policy on or off. Pretty straightforward!

3. Policy Document: The best practice is to have a PDF or Word document explaining the policy details. Upload it here. We'll attach it to the invitation email when you add a new requester.

4. Auto-approval:

   • If you turn this on, expenses get approved automatically.

   • Don't worry, the approver still gets a heads-up.

5. Approval Notification Copy:

   • Want to keep a distrubution list in the loop? Add the distribution list email here.

   • A copy of approval notifications will be sent to the email address.

6. Deactivate Inactive Requesters:

   • This one's handy for tidying up. It can automatically deactivate requesters who haven't used the system in a while.

Don't forget to hit "Update" when you're done!

Setting Boundaries: Limits

In the Limits tab, you can set some ground rules:

1. Policy Currency: This is just FYI - it shows what currency the policy uses.

2. Mileage Rate: How much does your company reimburse per mile or kilometer? Set it here. For miles, the rate defaults to the United States Internal Revenue Service (IRS) rate. 

3. Daily Limits:

• Meals: Set a daily limit for food expenses. You can make it a hard limit or just a warning.

• Lodging: Same concept, but for hotel costs.

4. Alcohol Expense Confirmation: Turn this on if you want people to confirm that they're not expensing any alcohol expenses.

Hit "Update" to save your changes!

What Can They Expense?: Expense Types

This is where you decide what kinds of expenses people can submit:

1. Expense Type: These are categories like "Meals", "Lodging", "Airfare", etc.

2. Enabled: Toggle these on or off to control what people can expense.

3. Receipt Required: Turn this on if you need to see a receipt for this type of expense.

4. Receipt Threshold: Set the amount above which you need to see a receipt. 

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6. Change Display Order: Use the arrows to change the order these appear in the app.

Want to add a new type of expense? There's a button for that at the bottom.

Remember to hit "Update" when you're done!

Don't Forget!: Prompts and Reminders

Sometimes people need a little nudge:

1. Prompt Date:

• This is useful for things like interview expenses. Turn it on to ask for the date when creating a new requester.

2. Expense Report Reminders:

• Set how often you want to remind people to submit their expenses.

• You can set different rules for people who haven't started a report and those who have a draft.

Don't forget to "Update" your settings!

Making a Good First Impression: Invitation Emails

Reimbi sends an invitation email to each new requester when added. Here, you can customize the text used in this invitation.

1. Email Template:

• This is where you craft your welcome message.

• Use the {{double brackets}} for variables, like the person's name.

2. Conditional Content:

• Use {% if send_policy %}...{% endif %} to include stuff only if it applies.

3. Insert Options:

• Use this dropdown to easily add those variables we mentioned.

4. Update Template:

• Happy with your changes? Hit this button to save them.

Pro tip: Keep it friendly, keep it clear, and make sure they know what to do next!

And there you have it! You're now a Reimbi policy pro. Remember, the goal is to make expense reporting as painless as possible for everyone. If you need any help, don't hesitate to contact the Reimbi support team at [email protected]. Happy configuring!