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:

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.

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.

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.

Benefits: