When creating a spend policy at Payhawk, you can define its general and additional fund request settings, and also define advanced card controls for the cards under that policy.
Creating a spend policy
To create a spend policy for a group of employees at your company:
Log in to the Payhawk web portal.
Go to the Cards > Policies tab.
Click on the + New button. If you don't have any previously defined spend policies, click on the Create first policy button.
In the dialog that opens, fill in the following information:
Provide a name for your spend policy.
Define the recurring monthly limit.
Define the approval workflow for additional fund requests by selecting specific roles or people as approvers, or an amount-based approval chain.
Choose whether to apply a monthly sum-up for the fund requests under the spend policy.
Click on Continue when ready. In the dialog that loads, you'll need to configure the advanced limits for your spend policy.
Configuring the advanced limits for a spend policy
After you have defined the name, recurring monthly limit, and fund requests settings for the spend policy, and have clicked on Continue:
In the dialog that opens, configure the following advance limit options:
Enable or disable online payments by switching on or off the toggle button respectively.
Enable or disable ATM withdrawals by switching on or off the toggle button respectively. If enabled, define whether ATM withdrawals will be always allowed or only allowed upon a request submitted by the cardholders under the policy.
Define a daily limit by switching on the toggle button. If on, fill in the amount in the input field.
Define a single transaction limit by switching on the toggle button. If on, fill in the amount in the input field.
Define a time zone for spending by switching on the toggle button. If on, select the days and times.
Allow only specific merchant categories by switching on the toggle button. If on, select the categories from the drop-down list.
Blacklist merchants by switching on the toggle button. If on, select the merchants from the drop-down list.
Enable or disable the card auto-blocking feature by switching on or off the toggle button respectively. If on, from the drop-down list select the number of days after which the system will treat an expense as late. In the next field, select the number of late expenses which, when reached, will block the card of the respective cardholder automatically.
Click on Create policy to confirm your choice.
Editing a spend policy
To edit an existing spend policy at your organization:
Go to the Cards > Policies tab.
Select the policy you want to modify by clicking on it.
In the General settings field, click on Edit.
Modify the desired information and click on Save.
In the dialog that opens, click on Yes to confirm your changes.
Editing the advanced card controls for a spend policy
To edit the existing advanced card controls:
Go to the Cards > Policies tab.
Select the desired policy by clicking on it.
In the Advanced controls field, click on the Edit button.
Modify the desired information and click on Save.
In the dialog that opens, click on Yes to confirm your changes.
Deleting a spend policy
To delete a spend policy:
Go to the Cards > Policies tab.
Select the policy you want to delete by clicking on it.
Click on its three dots menu and select the Delete option.
In the dialog that opens, click on Yes to confirm your choice. As a result, any affected cards will apply their individual settings (a stand-alone limit, manual setup of a recurring monthly limit, manual enablement of fund requests, and default approval workflows for fund requests if enabled).
