Transactions can be flagged manually or automatically by setting expense flag rule by the reviewer, or admin.
A flagged transaction usually are of three types of flags:
Out of policy flags: cardholder spent on something that is out of policy
Accidental charge: cardholder accidentally used the corporate card for a personal expense (self-reported)
Fraudulent transactions: cardholder does not recognize this transaction Volopay makes it easy to correct an accidental, personal, or out-of-policy charge.
If you are an employee who's made a personal transaction on your corporate card, you can head to your Volopay dashboard and flag this transaction with a note.
Overview
Includes all transactions that you are allowed view at your organization depending on your role. For admins, this includes transactions from all employees. For managers, this includes their direct team.
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 repay the unauthorised expense then can navigate to "My Volopay > Expenses > Flagged" section.
Once the admin have requested for re-payment of flagged expenses, they can request a full repayment for the expense. In return they can also cancel the repayment request after communicating with the employyee.
If the repayment is made by the employee outside of volopay, then reviewers can mark the flagged expense as approve.
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.