Expense Policies

Expense policies let you configure rules for different types of expenses. This guide explains how to create, configure, and manage expense policies in Juno.

Overview

Expense policies define how expenses are handled for guests and non-employee travelers. They control:

Approval workflows
Automatic approvals
Receipt requirements
Memo requirements
Submission deadlines
Category spending limits
Mileage reimbursement rules

You can create multiple expense policies to use for different types of events and guests.

Creating an Expense Policy

To create a new expense policy:

Navigate to Settings → Expense Policies
Click the Add Policy button in the top right
Fill out the policy details in the form

Each policy requires a name and configures several sections of settings.

Expense Policy Configuration

Basic Information

Name: Give your policy a descriptive name (e.g., “Standard Recruitment Policy” or “Conference Speaker Policy”)

Approval Settings

Configure who approves expenses and under what conditions:

Approval Method:
- Invite Coordinator: The person who created the invitation approves expenses
- Specified User: Designate a specific team member to review all expenses
Automatic Approvals:
- Never: All expenses require manual approval
- Within Category Limits: Expenses within defined category limits are automatically approved
- Under Threshold: Expenses below a specific amount (e.g., $50 USD) are automatically approved
- With Conditions: Define custom rules for which expenses are auto-approved

Documentation Requirements

Receipt Requirements

Configure when receipts are required:

Never: Receipts are never required
Always: Receipts are required for all expenses
Over Threshold: Receipts are required for expenses over a specific amount
With Conditions: Define custom rules for when receipts are required

Memo Requirements

Configure when memos (notes) are required:

Never: Memos are never required
Always: Memos are required for all expenses
Over Threshold: Memos are required for expenses over a specific amount
With Conditions: Define custom rules for when memos are required

Submission Window

Set the timeframe during which expenses can be submitted after the event:

Days After Event: Specify how many days after an event expenses can be submitted (default: 14 days)

Expense Categories and Limits

Define which expense categories are allowed and their spending limits:

Category Caps: Set maximum amounts for each expense category (e.g., meals, lodging, transportation)
Mileage: Choose to allow or block mileage reimbursement
Mileage Notes: Add additional notes or instructions for mileage claims

Conditional Rules

For policies that use conditional rules (for auto-approval, receipt requirements, or memo requirements), you can create sophisticated logic using the condition builder:

Combine multiple conditions with AND/OR operators
Filter based on expense categories, amounts, dates, and more
Create nested condition groups for complex scenarios

Policy Selection Rules

Juno automatically assigns the appropriate expense policy to each trip based on rules you define:

Navigate to Settings > Expense Policies > Policy Selection Rules
Add rules to determine which policy applies based on trip attributes
Set a default policy to use when no rules match

Rules are evaluated in order from top to bottom, with the first matching rule determining which policy is applied.

Creating Selection Rules

Each selection rule consists of:

Conditions that determine when the rule applies (e.g., event type, department, budget code)
The expense policy to use when those conditions are met

You can drag and drop rules to change their priority order.

Using Expense Policies

When a guest is invited:

The system automatically selects the appropriate policy based on your rules
The policy details are shown to the guest during the expense submission process
Expenses are evaluated against the policy rules (in-policy vs. out-of-policy)
The approval workflow follows the configured policy settings

Best Practices

Start Simple: Begin with a basic policy and refine as needed
Use Clear Names: Give policies descriptive names that indicate their purpose
Limit the Number of Policies: Too many policies can become confusing
Document Exceptions: Use the notes fields to clarify special cases
Review Regularly: Update policies periodically based on your organization’s changing needs

Approvers can share expense approval request details via email with external stakeholders who need visibility into approval decisions but don’t have direct access to the system. This is useful for:

Consulting with senior leadership or financial advisors
Coordinating with external finance teams or auditors
Sharing context with department heads or budget owners
Getting input from colleagues before making approval decisions

When sharing an approval request:

Navigate to the expense approval that needs review
Click the Share button
Enter the recipient’s email address
Optionally add a message providing context
The recipient receives an email with full expense details including policy violations, amounts, and supporting documentation

The shared email contains all relevant approval information but does not include action buttons, as it’s intended for informational purposes only. Only designated approvers can take action on the approval request within the Juno platform.

Expense Statuses

When expenses are submitted, they will be marked with one of these statuses:

Allowed: The expense is within policy
Out of Policy: The expense violates a policy rule but may still be approved
Limit Exceeded: The expense exceeds category spending limits
Blocked: The expense type is not permitted by the policy

Next Steps

After configuring your expense policies, you may want to: