Spend policies define a set of spend limits and advanced card controls that can be assigned to employees' cards.
Creating a spend policy
To create a spend policy at your company:
In 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:
Under Policy name, provide a name for your spend policy.
Under Spending limit, define the card limit for the cards under the policy.
Under Recurrence, define the period for topping up the card amount - for example, a recurring monthly limit.
Under Limit settings, define the way the cardholders under the spend policy will be allowed to spend the card amount:
Select Increase to to allow fund request carryover over top-up periods.
Select Increase with to allow the available card funds to accumulate over the top-up periods.
Select Set to to define a permanent limit for each top-up period.
Under the Fund requests, from the drop-down menu, select whether additional fund requests from employees under the spend policy will be allowed or blocked. If allowed, define their approval workflow.
Click on Continue. On the next screen, you can now define the advanced card controls for your spend policy.
Configuring the card controls for a spend policy
After you have defined the spend limits and general card controls for your spend policy, you can now define the advanced card controls for the policy:
Under Advanced controls:
Online payments - Enable or disable online payments by switching on or off the toggle button respectively.
ATM withdrawals - 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.
Daily limit - Define a daily limit by switching on the toggle button. If on, fill in the amount in the input field.
Single transaction limit - Define a single transaction limit by switching on the toggle button. If on, fill in the amount in the input field.
Country & region - Define any countries or regions where you want to prevent transactions from the cards by switching on the toggle button. If on, select the specific locations you want to block.
Day & time - Define a time zone for spending by switching on the toggle button. If on, select the days and times.
Merchant category - Allow only specific merchant categories by switching on the toggle button. If on, select the categories from the drop-down list.
Merchant - Blacklist merchants by switching on the toggle button. If on, select the merchants from the drop-down list.
Auto-blocking cards - 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 Save to confirm your choice.
Editing a spend policy
To edit an existing spend policy at your company:
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 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-dot 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.
