How to reject card expenses (out of policy)?

Admins can reject a card expense of an employee if it does not comply with the policy defined by the company (e.g., personal items like swimwear at Decathlon). As the card expense has already been deducted from the company wallet and Skipr cannot recover the money, we can help the admin fixing the situation and ensure compliance.

By clicking on the reject button, a modal will open with two options:

1. 'Keep impacting the budget': rejecting the card expense while keeping the impact on the employee's budget
2. 'Cancel its impact on the budget by creating a compensatory expense': rejecting the card expense without keeping the impact on the employee's budget

Option 1: Keep impacting the budget

In this case, the employee will lose the amount spent twice

1. because he/she lost a part of their budget,
2. because the admin will take back the money with a payroll deduction, outside of Skipr

For example: an employee spent €7 at Décathlon. After verification of the receipt, it appears that the expense was made for swimwear, thus being out of policy. The admin decides to reject the card expense and chooses option 1. The employee will lose €7 in his/her budget, and the admin will then make a payroll deduction of €7, as the expense made was not compliant.

Option 2: Cancel its impact on the budget by creating a compensatory expense

The system will create a compensatory expense equal to the amount of the card expense made. In this case, the employee will recover the amount spent in his/her budget. Then, the admin will proceed with a payroll deduction, outside of Skipr.

For example: an employee spent €7 at Décathlon. After verification of the receipt, it appears that the expense was made for swimwear, thus being out of policy. The admin decides to reject the card expense and chooses option 2. The employee will have a compensatory expense of €7 created in his/her budget, which sets the budget back to what it was before the expense was made, and the admin will then make a payroll deduction of €7, as the expense made was not compliant.