Expense Management | Policy Engine
Policy enforced at submission, not at approval.
Per-category, per-employee-level, per-trip-purpose limits enforced on the expense form. Over-limit needs justification plus a higher-tier approver. Section 10(14) per-diem rules built in. The AP team reviews compliant expenses; the policy stops the rest.
What the system does
Capability, input, output.
| Capability | Input | Output |
|---|---|---|
| Per-category limits | Category + employee level + amount | Submission gate at limit |
| Per-trip-purpose rules | Trip type + allowed categories | Disallowed categories blocked at submission |
| Per-city limits | City + per-diem rate | Metro vs non-metro per-diem applied |
| Override workflow | Justification + approver chain | Routed to higher approver |
| Section 10(14) compute | Per-diem actual vs prescribed | Tax adjustment to payroll |
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Per-category limits
- Input
- Category + employee level + amount
- Output
- Submission gate at limit
-
Per-trip-purpose rules
- Input
- Trip type + allowed categories
- Output
- Disallowed categories blocked at submission
-
Per-city limits
- Input
- City + per-diem rate
- Output
- Metro vs non-metro per-diem applied
-
Override workflow
- Input
- Justification + approver chain
- Output
- Routed to higher approver
-
Section 10(14) compute
- Input
- Per-diem actual vs prescribed
- Output
- Tax adjustment to payroll
Compliance + integrations
Policy and tax law, both enforced.
Section 10(14) of the Income Tax Act prescribes per-diem rates for tax-free reimbursement. The policy engine enforces both the company policy and the Section 10(14) rule in one pass. Excess auto-flagged for tax adjustment.
Regulations we work within
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Acceptable per-diem rates
Published rate per destination applied; anything above it flagged as taxable to the employee.
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Blocked input tax
Categories you cannot recover GST on enforced as policy, not discovered at the return.
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Audit trail
Every override and its justification retained against the claim.
Connects to
- Payroll module Tax adjustment posting
Policy Engine FAQ
What buyers ask.
Section 10(14) per-diem. What rate is prescribed?
A published acceptable rate exists per destination country, and anything paid above it is taxable in the employee's hands rather than in the company's. That is the part people miss: over-generous per diem is not a company cost problem, it is a payroll problem that surfaces months later. The system carries the current rates, applies the right one for the destination, and flags the excess as it is claimed. Ask us how recently the rate table was refreshed and we will tell you straight.
Can we have different limits for different employee grades?
Yes. Per-category limits configured by employee level (Junior, Senior, Manager, Director, C-suite). The system applies the right limit based on the employee's level at the time of expense.
A genuine emergency over-limit. How is it handled?
The override workflow allows submission with justification and routes to a higher-tier approver. Emergency overrides are logged separately for the CFO's monthly review. Repeat overrides for the same employee or category trigger a policy review.
More in Expense Management
Related features
Mobile Receipt Capture
Photo, OCR, GST extraction, category suggestion, policy check before submission.
See Mobile Receipt CaptureExpense Approvals
By amount, project, cost-centre, employee level. Slack/email/WhatsApp; auto-escalate.
See Expense ApprovalsInput Tax on Expenses
Blocked categories flagged at capture, before the claim reaches the return.
See Input Tax on Expenses
Configure your top 5 limits. Run last quarter's expenses through.
Free trial, one entity. Configure your top 5 expense limits in 5 minutes. Run last quarter's submitted expenses through the engine. The over-limit and the tax-adjustment exposure surface in minutes.