Configure Expense Report Settings for Expense Items

Description
This article explains how to configure the Expense Report settings within an expense policy in Corpay Complete. These settings control how expenses are tracked over time, added to expense reports, and submitted for approval.

Access the Expense Report Settings

1. Log in to Corpay Complete.

2. From the left‑side navigation menu, select Expenses.

3. Click the Policies tab.

4. Click + New Policy, or select an existing policy to edit.

5. From the Policy Setting page, select the Basic Settings tab.

6. Scroll down to the Expense Reports section and set up the fields as applicable. When done, click Submit.

A. Expense Reporting Period - The Expense Reporting Period defines the time frame used to track spending for expense categories that have configured limits.

For example, if an airfare category has a maximum amount defined, the expense reporting period determines the time frame in which that limit applies, such as monthly or quarterly.

Corpay Complete tracks how much is spent in each category during the selected period.

Available options:

• Monthly - The spending limit applies within a single calendar month.
• Quarterly – The spending limit applies within a three‑month reporting period (a quarter).
• Trimester – The spending limit applies within a four‑month reporting period.
• Bi‑Annual – The spending limit applies within a six‑month reporting period.

Note: This setting is optional. If no reporting period is selected, category spending is not tracked against a defined time frame.

B. Auto Submit Expenses Frequency - The Auto Submit Expenses Frequency setting controls how often expense items are automatically added to an expense report. Only expense items without serious policy violations are eligible for automatic submission.

Available options:

• Manual – Expense items must be added to reports manually.
• Daily – Expense items are added at the end of each day.
• Weekly – Expense items are added at the end of each week.
• Monthly – Expense items are added at the end of each month.

Depending on policy configuration and expense details, items may be added to one or multiple expense reports. Refer to the Multiple Locations on One Expense Report for more information.

C. Auto Start Workflow - The Auto Start Workflow setting determines whether expense reports are automatically submitted for approval once they are created. When enabled, this setting allows the expense process to move from expense creation through approval with minimal user interaction. This automation applies only when no policy violations exist.

Available options:

• Manual – Expense reports must be submitted for approval manually
• Immediately – Expense reports are submitted for approval as soon as they are created
• Daily – Expense reports are submitted for approval at the end of each day
• Weekly – Expense reports are submitted for approval at the end of each week.
• Monthly – Expense reports are submitted for approval at the end of each month.

D. Description Required - The Description Required setting determines whether users must enter a description for each expense item.

Options:

• Yes – A description is required
• No – A description is optional

Requiring descriptions can help provide additional detail for approvers and support auditing requirements.

IMPORTANT

• Expense items or reports that contain policy violations may not be eligible for automatic submission or workflow automation.
• Policy settings apply only to expenses created under that policy.