ANTE User ManualReimbursement Setup
Reimbursement is switched on person by person. This screen decides who may file claims and how much each person may claim — through reusable spending policies and optional per-person overrides.Overview
Open Treasury → Reimbursements → Setup. Seeing the page needs the Reimbursement Setup access permission; changing anything needs the Reimbursement Setup manage permission. An administrator grants it in Settings → User Levels by ticking Manage Policies & Enable Employees under Treasury → Reimbursement Setup, so a level without full access can create policies and enable or disable employees for filing.
The page has two tabs:
- Employees — who is enabled for reimbursement, and under which policy.
- Policies — the named sets of spending limits you can assign to employees.
An employee who has not been enabled cannot file a claim. They see “Reimbursement isn’t set up for you yet — ask Treasury to enable it.” instead of the filing form, and there is no File new button on their My Reimbursements page. Claims they already filed stay visible and can still be cancelled. The Reimbursement widget on the dashboard only appears for enabled employees.
A claim that goes over a limit can still be filed. It is flagged Over limit, and the approver sees exactly which limits were crossed before deciding. Enabling an employee with No limits simply means nothing is checked.
The Employees tab
One row per employee who has ever been enabled.
Enabling employees
- Click Enable employees
A dialog opens listing only employees who are not enabled yet.
- Pick the employees
You can select many at once; they all get the same policy.
- Choose a policy or No limitsEmployees*One or more employees not yet enabled.PolicyOne of your policies, or No limits (the default) so claims are never flagged.
- Confirm
Each selected employee now shows as Enabled and can file a claim straight away.
Editing, disabling and re-enabling
Each row has actions.
The Policies tab
A policy is a named set of limits you set up once and assign to many employees — for example “Field staff” or “Managers”. Changing a policy changes the limits for everyone assigned to it.
Creating or editing a policy
The grid has one row for each of the eight categories: Transportation, Fuel / Gas, Meals, Entertainment — Internal, Entertainment — External, Office Supplies, Communication / Load and Miscellaneous. A line with no category counts as Miscellaneous.
- Every cap you enter must be greater than 0 — leave it blank for “no cap”.
- A category’s Max per receipt cannot be more than its Max per month.
- A policy that still has employees assigned cannot be deleted. Move those employees to another policy (or No limits) first.
How the limits are worked out
For each employee ANTE builds one set of effective limits, field by field. For every figure — the overall monthly cap, and each category’s per-receipt and per-month cap — an employee override beats the policy; if neither sets it, there is no cap.
| Employee setup | Overall monthly | Meals per receipt | Meals per month |
|---|---|---|---|
| Follows the policy, no overrides | 10,000.00 | 1,000.00 | 3,000.00 |
| Override: Meals per month = 4,000.00 | 10,000.00 | 1,000.00 (from policy) | 4,000.00 |
| Override: overall monthly = 3,000.00 | 3,000.00 | 1,000.00 (from policy) | 3,000.00 (from policy) |
| Enabled with No limits | No cap | No cap | No cap |
When a claim is filed, three kinds of limit are checked:
| Limit | What is compared |
|---|---|
| Per receipt | Each expense line against its category’s Max per receipt. |
| Category monthly | What the employee already used in that category and month, plus this claim’s lines in the same category and month, against Max per month. |
| Overall monthly | Everything already used in the month, plus this claim, against the Overall monthly cap. |
Which month a line belongs to
A line counts in the month of its transaction date (the date on the receipt), not the day you file. A claim whose lines fall in different months is checked once per month. A line with no date falls back to the filing date.
What counts toward usage
Claims that are Pending Approval, Approved, Releasing or Released use up the budget. Rejected and Cancelled claims free it again.
| Meals per receipt limit | 1,000.00 | |
|---|---|---|
| Meals per month limit | 3,000.00 | |
| Meals already used in OctoberPending, approved or released claims | 2,400.00 | |
| New Meals receipt dated 14 Oct | 1,200.00 | |
| Per receipt: 1,200.00 against 1,000.00 | Over limit | |
| Meals already used + this claim | 2,400.00 + 1,200.00 | 3,600.00 |
| Category monthly: 3,600.00 against 3,000.00 | Over limit | |
| Overall monthly: 3,600.00 against 10,000.00 | Within limit |
What employees and approvers see
- Filing: under an offending line the dialog shows an inline warning, and a summary such as “This claim goes over 2 limit(s) — you can still submit; your approver will see it.” It also shows the budget the employee has left.
- Findings in plain language: for example “Meals — monthly cap 3,000.00: 2,400.00 already used + 1,200.00 on this claim.”
- Approvers: the findings are shown inside the approval task, so the decision is made with the facts in front of them.
- Treasury: the Reimbursements list carries an Over limit badge on flagged claims.
Start with a policy that has only the overall monthly cap, watch how claims behave for a month, then add category caps where you see real pressure.
How It Connects
Set up first
- HRIS — only employees on file can be enabled for reimbursement.
Gets its data from
- Reimbursements — claims already filed supply the usage that is counted against each monthly cap.
Feeds into
- Reimbursements — enabled employees can file; over-limit claims are flagged for the approver and in the Treasury list.
- Submit and Approve a Reimbursement — the filing and approval journey that these limits warn inside.