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What is a flagged expense?

For All Accounts

David James avatar
Written by David James
Updated over 2 months ago

Permission required: Users with Admin Profile and Card Manager can access this feature.

Regional Availability: Australia, India, Indonesia, Singapore, United States


Overview

Transactions can be flagged either manually or automatically, depending on the expense flagging rules set by the reviewer or admin. Typically, a flagged transaction falls into one of three categories: out-of-policy flags, accidental charges, or fraudulent transactions. Out-of-policy flags indicate that the cardholder has spent on something that doesn't align with company policy. Accidental charges occur when the cardholder unintentionally used the corporate card for a personal expense and self-reports it. Fraudulent transactions are those that the cardholder does not recognize. Volopay simplifies the process of correcting accidental, personal, or out-of-policy charges. If you're an employee who has made a personal transaction using your corporate card, you can easily address it by heading to your Volopay dashboard and flagging the transaction with a note.


Manually flagging an expense

If you accidentally made a personal charge or out of policy charge with your Volopay corporate card, you can head to your Volopay dashboard and flag this transaction.

You can do this by:

  • Clicking into the Cards module > Needs Review section.

  • Open the expense slider and click on Flag button.

  • Clicking "Flag", will open the flag slider, where you can ask for partial repayment or full expense amount to be repaid.

After clicking "Submit", you and expense reviewer will be put on an email thread to discuss the transaction and how to remediate it.


Auto-flag an expense

With Auto-flag Rules, Volopay becomes the 24/7 policy enforcer, freeing up admins and card managers from time-consuming reviews, and automatically flags transactions with warnings or as out-of-policy on their behalf.

All admins have to do is select the criteria under which Volopay will automatically flag transactions as out-of-policy or add a label to remind cardholders and reviewers to check for possible out-of-policy spend. For added visibility, admins can choose which reviewers or cardholders receive email notifications.

With Auto-flag Rules, Volopay becomes the 24/7 policy enforcer, freeing up admins and card managers from time-consuming reviews, and automatically flags transactions with warnings or as out-of-policy on their behalf.

All admins have to do is select the criteria under which Volopay will automatically flag transactions as out-of-policy or add a label to remind cardholders and reviewers to check for possible out-of-policy spend. For added visibility, admins can choose which reviewers or cardholders receive email notifications.


How do I set up Auto-flag rules as an admin?

Auto-flag rules can be created by the following steps:

  1. Start by navigating to the settings under the cards module.

  2. Next, click on 'spend controls'.

  3. Under the 'post spend' section, you will find the 'expense flag rules'.

  4. Click on it to either add a new rule or edit/delete an existing rule. For this guide, we will create a new expense rule. ; Click on "create a new expense rule"

  5. First, you will need to enter a threshold amount.

  6. Next, you will need to select either the department, project, merchant, or category. These criteria can be chosen in various combinations.

  7. Once you have set the criteria, click on 'save'.

From now on, any expense made using a card that meets these criteria will automatically be flagged.


How do I review transactions?

Transactions can be reviewed from the "Cards > Needs Review" or "Cards > Flagged" tabs. These tabs allow all reviewers, admins, and company managers to access lists of expenses requiring review and those flagged for attention.

From these tabs, they can approve flagged expenses or request the expense owner to repay out-of-policy expenses before approving them.


Note : Once auto flagging of expenses is setup, you can bulk approve expenses if there are no issues.

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