#What Are Expense Policies?
Expense policies are your company's guidelines for spending. They typically cover:
- What's reimbursable: Which types of expenses the company will pay back (e.g., travel, meals, office supplies)
- Spending limits: Maximum amounts per category or per transaction (e.g., $50 max per meal, $2,000 max per week)
- Documentation requirements: Whether you need receipts, and what kind (digital, paper, email)
- Approval chains: Who needs to approve what (your manager, finance team, etc.)
- Special rules: Restrictions for certain types of expenses (e.g., alcohol only for client entertainment, not personal meals)
#Checking Your Company's Policies
Your admin sets up policies in Light. To view them:
- Log into Light
- Go to Expenses (/expenses)
- Look for a "Company Policies" or "Policy Details" link (usually on the Expenses page or in help)
- You'll see:
- All reimbursable categories
- Spending limits for each
- Receipt requirements
- Any special rules
Can't find the policies? Ask your manager or admin. They can send you a copy or point you to where they're documented.
#How Light Helps You Stay Compliant
Before you submit an expense, Light checks it against your company's policies. If something doesn't match:
Light flags it in yellow or red:
- Yellow flag: Warning—Light detected a potential issue, but you can still submit (e.g., it's close to the limit)
- Red flag: Policy violation—Light won't let you submit until you fix it (e.g., it exceeds the limit or missing receipt)
Common policy violations:
- Amount exceeds the limit for that category
- Category not approved by your company
- Missing receipt when one is required
- Alcohol on a personal meal (only allowed for client entertainment)
- International expense when not pre-approved
#What Happens If You Violate a Policy?
Before you submit: Light stops you and explains the issue. You can either:
- Fix it (change the amount or category)
- Request an exception (ask for approval even though it violates policy)
- Cancel and try again
If you request an exception: Your manager or admin gets a notification that you're asking for special approval. They can approve it anyway or ask you to change it. This might take an extra day or two.
After you submit (if a violation slips through): Your manager or finance team might reject it and ask you to resubmit correctly. It's faster to follow policies the first time.
#Special Approval for Big Expenses
Some companies require extra approval for large expenses. If your expense is above a certain threshold:
- Light will flag it
- You can still submit
- It goes to your manager first, then to a finance team member for final approval
- This might add a day or two to the approval process
#Personal Expenses & Non-Reimbursable Items
Your company won't reimburse personal expenses. If you accidentally submit one, your manager will reject it. Common non-reimbursable expenses include:
- Groceries for personal use
- Gym memberships
- Personal entertainment
- Commuting costs (unless your company has a specific travel policy)
When in doubt, ask your manager before you submit.
#Different Policies for Different Roles
Some companies have different policies based on your job or level:
- Executives might have higher spending limits
- Sales team might have different meal and entertainment rules
- Remote workers might have different policies than office-based teams
Light will apply the right policy to your account automatically. You'll only see limits and categories that apply to you.
#Policy Updates
Your admin might update policies from time to time (e.g., raising limits during budget season, adding new categories). When policies change:
- Light will notify you in the app
- Your old expenses won't be affected
- New submissions will follow the new policies
#Tips for Staying Compliant
- Read your company's policies first: Know what's OK to expense before you spend
- Check expense categories: Make sure you're using the right category for your purchase
- Keep good receipts: Most policies require them, and Light needs them to read the details
- Submit soon after purchase: Expenses are easier to document while details are fresh
- When in doubt, ask: If you're not sure if something's reimbursable, ask your manager before you submit
#Questions About a Policy?
If a policy doesn't make sense or seems unclear:
- Log into Light and find the specific policy that's confusing
- Ask your manager or admin what it means
- If you think it's a mistake, contact your finance team
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