Set up employee spend

Advances and expense claims usually travel through paper forms, chat messages and an accountant’s summary file, so a missing receipt or a wrong deduction only surfaces at payroll time. Rifena puts the policy and advance types first, so every request has a limit, an approver and a clear way of being recovered, and then flows into payroll and budgets by itself.

Who this is for

For the spend owner or administrator responsible for preparing policies and advance types before the configuration goes into use.

Outcome

Finish when the organization has the required spend limits and advance types, with clear settlement mechanics, receipt rules, caps, and status before employees submit requests.

In Planning & reports, an authorized user can open Spend policy directly or through its tab to review the policy; only a user with management access can save changes.

In Advance types, an authorized user can review the types in use; create and edit actions appear only when their access allows them.

Before you start

Select the correct company and scope, confirm spend-management access, have the approved policy available, and record the current configuration when editing it. With view-only access, record the current setup and hand it off instead of changing it.

Steps

1. Open spend planning; if tabs are shown, select Spend policy, and if the page opens that panel directly, continue there. With view-only access, record the values and hand them off.
2. With management access, complete Max per expense claim, Require receipt above, and Budget alert threshold according to the approved policy.
3. Before selecting Save, check the meaning of an empty field: an empty Max per expense claim means No limit; an empty Require receipt above means receipts are not required; an empty Budget alert threshold uses the 90% default. Leave fields empty only when that matches the approved policy. Select Save, then confirm Spend policy saved.
4. Open advance types. A row labelled System is always read-only; without management access, review the list and hand it off. With access, select Add advance type.
5. In Add advance type, complete Type name and Code, choose the Settlement mechanic, and set Require receipt and Maximum amount; complete Default recovery periods only for Wage recovery. Select Save, confirm Advance type saved., and check the new row in the list.
6. To change an organization-created type, select Edit on its row. You can change Type name, the receipt rule, cap, recovery periods when applicable, and Active status; Code and Settlement mechanic do not change. Select Save, confirm Advance type saved. again, and do not try to edit a System row.
7. Reload both screens and compare the spend limits, advance-type row, settlement mechanic, receipt rule, cap, and status with the approved configuration.

Check the result

The spend limits and advance type belong to the correct company, both save confirmations appeared, the created or edited row shows the expected values, System rows remain read-only, and reloading preserves the data.

If you cannot continue

Stop if the required access is missing, Spend policy cannot be opened, save is unavailable, the code conflicts, a System row offers Edit, or reloaded data differs from the approved policy. Record the screen, time, and selected scope; do not continue editing.

Handoff

Hand off the applicable scope, values checked, saved change, remaining work, and the person responsible for the next operational step.

Next

After the configuration has been checked, continue to the employee-spend workflow.

• Continue to spend operations