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Regional Availability: Australia, India, Indonesia, Singapore, United States
Overview
For companies that require an additional review for employee card expenses on the Volopay card, We recommends setting up a "Expense Review Policy". Once the admin turns this on in the "Expense Review Policy" settings, managers will be required to review transactions.
Flagging Transactions
If a transaction that was put as out of policy, managers can flag this transaction to the employee. This will notify the employee and the admin, and start a conversation via comment messaging in that expense slider. The reviewers can request the employee to pay back the company according to the company's expense policy.
Requesting repayment against a flag transaction
When a reviewer requests repayment for a flagged transaction that was not intended to be a corporate expense, they can initiate the repayment request directly from the expense slider. An email notification is then sent to the employee, notifying them of the flagged transaction and the requested repayment.
If the employee wishes to give further explanation for why the expense is legitimate, they can navigate to "My Volopay > Expenses > Flagged" section. From there, they can open the expense in question and find the "Decline Repayment" button at the bottom of the expense slider. By clicking this button, the expense owner can decline repayment request and provide a detailed justification for their decision.
Making Repayment for Flagged Expenses
Currently, Volopay does not support repayment made by employees within the platform. However, employees have the option to reimburse the company externally or have the flagged expense amount deducted from their salary.
Once the repayment is declined and the reviewer has agreed to the explanation of the flagged expense, then they can approve the flagged expense. You can do this by clicking on the Cards section of the Expenses > Flagged tab. Once you identify the transaction you need to change you hit 'Approve' on it.
Once this step is completed, the flag next to the transaction will be removed now that it was approved.