Permission Required: Users with the Admin Profile and Custom Profile can access this feature.
Regional Availability: Australia, India, Singapore, United States and United Kingdom.
Overview
Submission requirements are guidelines employees need to adhere to when submitting receipts, memos, and other items when submitting a reimbursement or creating an expense with Volopay card.
This makes it easy for admins and accountants to collect information to review and sync transactions to their accounting system. After an employee transacts on a Volopay card, we will automatically notify the user when they need to submit receipts or memos for their card transactions.
With our submission requirements, you have the ability to:
You can choose to use one company submission policy for all your departments or projects.
Or create custom policies for each department or project.
Note that changing or editing a submission policy associated with a card will affect only future transactions on that card
How to set up Submission policy?
Company submission policy
Step 1: Navigate to the Manage tab and hover over the Global Settings window.
Step 2: In this window, locate the Submission Policy section and enable the submission policy.
By default, this sets a company submission policy for cards, bill pay, and reimbursement transactions.
Step 3: Select the module for which you want to modify the submission policy, and define the required fields, such as receipt, memo, accounting fields and custom fields.
Adjustments can be added if receipts are required for all transactions or transactions above a thousand.
Step 4: After saving this submission policy, it's applied to all departments and expenses under that policy.
Custom submission policy
Step 1: To apply a custom submission policy to department and project expenses and transactions, enable the custom policy.
Step 2: To add a custom submission policy, first select the module you wish to customize. Then, choose the specific department or project to which the custom submission policy will be applied.
Step 3: Define the criteria of custom submission policy.
Step 4: After saving this submission policy, it's applied to the selected module under the chosen department or project.
Submission & Review Policy Flow Process
We have made significant improvements to the submission and review policy flow to enhance user experience and streamline the expense approval process.
The key changes are as follows:
Missing details for Full Reversals and Credit Expenses: For expenses that are fully reversed or credited, if the missing details are not provided, the submission policy will be marked as met. This change ensures that users are only required to fill in missing details for legitimate expenses.
Review status for Full Reversals and Credit Expenses: Users will no longer need to review expenses that are full reversals or credit expenses. This reduces unnecessary steps and allows users to focus on actual expenses that require attention.
"Not Required” Status: A new “Not Required” status has been introduced for expenses that have been reversed, refunded, or released.
These expenses are already cleared from the system and will:
Not require submission or approval
Be excluded from both submission and review workflows
Benefits:
Ensures users fill in missing details only for legitimate expenses.
Eliminates the need to review expenses that are full reversals or credits, saving time and effort.
Expense Submission Acknowledgement Policy
Overview
The Expense Submission Acknowledgement Policy is a customizable feature that allows organizations to introduce an additional layer of accountability before expense reports enter the approval workflow. Based on company requirements, administrators can configure the policy to make an acknowledgement mandatory during expense submission.
When enabled, submitters are required to confirm that the expenses being submitted are accurate, supported by valid receipts, and incurred solely for legitimate business purposes. Until the acknowledgement is completed, the expense report cannot be submitted for approval.
This configurable feature is available across all regions and helps organizations strengthen compliance and improve the accuracy of expense reporting.
How It Works
Step 1: Configure the Submission Policy
Administrators can customize the Submission Policy settings and make Acknowledgement a mandatory requirement for expense submissions.
Step 2: Review the Acknowledgement Checklist
During submission, users will be presented with a checklist to confirm that:
All expenses are supported by valid receipts.
All expenses were incurred for legitimate business purposes.
No personal or non-allowable expenses are included.
The information submitted is accurate and complete.
Step 3: Confirm the Declaration
To proceed, users must select the checkbox:
"I confirm this expense is accurate and business-related."
Step 4: Submit for Approval
Once the acknowledgement is confirmed, the expense report will continue through the standard approval workflow.
Notes :
This requirement is based on the organization's custom Submission Policy configuration.
If acknowledgement is enabled, expense reports cannot be submitted until the declaration has been confirmed.
The feature introduces a clear accountability step before approvals begin.
Existing approval workflows remain unchanged after acknowledgement.
Available across all supported regions.