Access TriNet Expense on TriNet (login.TriNet.com). For navigation instructions, refer to this knowledge article: Accessing TriNet Expense Management.
TriNet clients and their worksite employees can access their TriNet Expense Management account using Single-Sign On (SSO) directly from the TriNet platform Money > Expense.
Expense policies are a set of company expense rules and state how employees should submit an expense report. For example, a company may require users to include receipts with their expenses. If the employee does not attach a receipt, they will receive a warning at submission.
If an expense violation exists within an expense report, the employee will be warned as they submit the report. Employees can submit expense reports with a policy violation but will be asked to provide an explanation why the violation occurred. All approvers will have visibility into the policy violations.
The admin user has permission to create expense policies. Click on Settings> Under Company Settings: Click Expense Policies.
There are two types of expense polices within TriNet Expense Management: Basic Company Policies and Advanced Company Policies.
Setting up Basic Company Policies:
Company Policy Quick Reference- This allows the admin to upload a PDF copy of the company Expense Policy document for employees to open and reference at any time.
Receipt Required Amount ($) - This is the dollar amount required for each expense line item. Example is every expense requires a receipt over $75.
Allowed Expense Age (Days) - This is the maximum number of days an expense can be submitted. If you enter 30, the system will flag the submission for any expense past 30 days from today's date.
Max Expense Amount ($) - This is the maximum dollar amount an individual expense can be. An Example is a limit of $1000. If an employee enters in $1001 or over, then the employee would be warned of the policy violation.
Max Mileage Amount (miles) - This is the maximum miles an individual can drive per entry. Example is to limit to 300. If an employee enters in 301 miles, they would be warned with a policy violation.
Default High Dollar Amount ($)- The default high dollar amount when exceeded will trigger that expense report to route immediately to the high dollar approver and it will skip the first layer of approval set up in Manage Users within the 'submits to' approver field.
Default High Dollar Approver - In the dropdown list, be sure to select the email of the approver that the expense report should route to when a user exceeds the default high dollar amount.
Click SAVE to ensure these basic company policy updates are saved in the system.
Setting up Advanced Company Policies:
Advanced Company Policies are customized rules on how an employee should submit an expense report. These can be created based on the following expense data:
The first type of Advanced company policy is called a Per Diem. Per Diem policies allow you to limit the daily, weekly or monthly allowed amount entered for expenses under a specified category or location.
In this example, I will allow a monthly submitted amount of no more than $1000 for expenses submitted under Hotels as the category. Any expense that exceeds this amount for Hotels will trigger a policy violation in the user expense report. Click the SAVE button to save this policy.
Once the policy is saved, you will find it listed as an available per diem policy. De-select the check box to inactivate the policy. Click the X icon to delete the policy entirely.
The final policy is Advanced policies. These allow you to select conditions and rules for data in the expense report in a more advanced set up.
First, name your Policy. This name will be visible to the admin user to help identify the policy.
Next, provide a brief description to the user on what detail in the expense you need from them.
Finally, set your conditions and triggers for the data needed in the expense. Select from the dropdown list of attributes provided to you when selecting your conditions as well as your rules.
See the detailed list below of available attributes.
See the example below. When users submit expenses under the category Business meals> they will be asked to enter the name of the client as well as the attendees for that meal event.
Click the SAVE button to save your Advanced Policy. Once saved, you will find the new policy listed above the builder and you can deselect the policy to inactive it or click the X to completely delete that policy.
Please see our support note on Advanced Company Policy Examples for TriNet Expense