🌐 Web | 👤 Yokoy admin with Company settings and Policies permissions
An employee policy determines the settings made available to a group of employees. A policy determines:
categories: the categories available to users to select.
tags: tags applicable to those users
expense rules: the expense rules used to calculate expenses for those users.
per diems: applicable per diems at a global level (irrespective of border crossings)
mileage: applicable mileage rates at a global level (irrespective of the employee’s mileage counter)
It can be used in companies where company policies have different rules for different collectives. For example, per diems that calculated differently for executives compared to individual contributors, or mileage allowances that change depending on whether the employee belongs to one department or another (e.g. Sales compared to Procurement).
🚧 Caution
If you add a new per diem rate, category, expense rule or mileage rate, you need to remember to assign it to the policy.
Otherwise, it won’t be applied to employees despite being active.
Enabling user-specific policies
Policies are enabled at company level and apply to all users associated with that company.
❗️Warning
You can choose whether to use policies in your company. However, when you enable them, you must select one for each user.
Go to Admin > Company
Under Compliance, select the checkbox Enable user-specific policies.
The Policies setup can now be accessed under Admin > Policies. You need to grant permissions to access this section via Admin > Finance/HR roles.
Determining a default policy
Once user-specific policies are enabled, they are mandatory for all users. This means you must provide a valid policy ID when importing users from third-party solutions (or via the Yokoy API). Some solutions may not provide this information. Therefore, as a workaround, you can assign a default policy that is used where the integration fails to include an employee policy for the user.
✏️ Note
Before you can select a default policy, you need to have created a policy.
To set a default policy:
Go to Admin > Company.
In Compliance, select the policy you want to use by default where the policy ID is not provided.
Click Save.
Setting up a policy
In Admin > Policies, you can view all policies set up for the company. You can associate as many categories, expense rules, mileage rates, per diem rates, and tags as you want with a policy.
Policies are created at company level. If you want to apply a similar policy in several companies, you need to create separate policies (and the corresponding categories and expense rules) for each. You can download the specific configuration of a policy by clicking the Download icon.
By default, you view active policies for the company. However you can select whether you want to display active, inactive or drafted policies in the Status dropdown list.
Before you start to create a policy, make sure you have set up any categories, expense rules, mileage rates, per diem rates and tags first, as these items are required for the policy. If you add new categories, expense rules, mileage rates, per diem rates, or tags after creating the employee policy, you need to make sure to remember to associate them afterwards. Otherwise, users won't be able to see and use them even though they are active.
If you need to change the details of a policy, click on the policy and change the applicable settings. Once created, you cannot delete a policy. Policies are maintained for audit purposes. You can deactivate a policy as required by clicking the Deactivate icon.
Select the company
Click + Add New Policy
Alternatively, you can import several policies at once.Enter the policy configuration.
Click Save to keep a draft or Activate to make the policy available for selection.
🚧 Caution
Only Active policies can be assigned to employees.
Field | Description |
Name | The name of the policy. |
Policy ID* | The unique identifier of the policy, which is automatically generated. |
Applicable categories | Categories to be displayed for users with this policy. |
Applicable expense rules | Expense rules that are applicable for this policy. Select all that apply. |
Applicable mileage rates | Mileage rates that are applicable for this policy. Select all that apply. |
Applicable per diems | Per diems that are applicable for this policy. Select all that apply. |
Applicable tag dimensions (optional) | Tag dimensions to be displayed for users with this policy. Select all that apply. |
Code (ERP) | Code (ERP) of the employee policy. ERP reference. |
Description (optional) | Include a description for the policy, if needed. Select all that apply. |
Importing policies
To import multiple policies simultaneously, click Import file in the top right corner of your screen. A window appears where you can download an example CSV file.
The CSV file contains the same fields as that for creating a policy manually, with an additional ID field for the policy’s unique identifier. You don’t need to enter an ID as this is automatically generated when imported.
Yokoy supports CSV files with UTF-8, UTF-16, and ISO/IEC 8859-1:1998 (Latin1) encoding.
Once you entered all required data in the CSV file, click Import file in the top right corner of your screen and select the company entity you want to apply the changes to. Click Choose file to upload your CSV file or use the drag-and-drop function to drag the file directly into the field. To finish the process, click Start import.
Once the import has finished, you can download a report that helps you troubleshoot any errors.
Assigning a policy to a user
To apply the rules to a group of users, you need to select a policy in their user profile.
To do this:
Go to HR > User Management
Click on a user.
In the Policy field, select the policy for the user.
Click Save.
✏️ Note
You can also assign a policy to multiple users at once by updating those users via CSV file. In this case, you download a CSV file of all the users you want to update, specify the same policy ID (found in Admin > Policies) for all the users, and then re-import the CSV file.