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A Reimbursement Policy Rule has three distinct parts that help clarify the ‘When,’ ‘By/For,’ and ‘Then.’ This level of flexibility allows you to create rules that ensure all employees submit their reimbursement requests without fail.
1. Rule Type.
You can define three types of rules in Airbase:
- Required Field Rule.
- Time Based Rule.
- Budget Based Rule.
2. Dimensions of the rule.
Here you define the ‘who,’ ‘how much,’ and what the rule is applicable for.
Here you define who the Rule is meant for. The Rule can apply to:
- Anyone: Will apply the Rule to everyone in the organization
- User(s): The Rule will be applied to one or more specific employees in your organization.
- User Role(s): The Rule will be applicable to all employees with the selected User Role/User Roles assigned to them.
- Department(s): Every member of the department/departments listed here will follow the Rule.
By default, Any Amount will be selected and it means that Rule will be applied for requests with any amount. Set Over a Specific Amount to ensure that the Rule applies to all requests above the amount mentioned here.
Category and Tag.
Make the Rule more GL specific by defining one or more GL Categories and Tags that the Rule should apply to.
3. Type of action.
There are two ways to enforce the rule if the request conflicts with the Rule:
- Warning: The employee will be warned about the violations of the Rule, however, they can still submit the request. A warning will alert the employee to be more mindful of the request will be obliged to add a note with an explanation to avoid further questions.
- Blocking: The employee will not be allowed to submit the request.