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.

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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

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

Acceptable per-diem rates

Published rate per destination applied; anything above it flagged as taxable to the employee.
Use tax

Categories that carry a use tax accrual enforced as policy, rather than discovered at year end.
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.

Related features

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.