Capture Attendee Information for Expense Categories

Several industries have enacted gift and entertainment regulations to provide transparency and to curtail the amount spent on individuals to prevent gift recipients from influencing business decisions.

To comply with local and industry specific regulations, you can easily capture attendee information for any expense category.

To capture attendee information, you must:

• Set up an Entertainment policy with only the capture of attendee information specified.

• Assign the Entertainment policy to an expense type.

When an employee creates an expense item that's associated with the Entertainment policy, the application enforces the entry of attendee and gift recipient details. The attendee details that the employee is required to provide is based on the selections you specified for the capture of attendee information during the Entertainment policy setup.

Set Up an Entertainment Policy

To set up an Entertainment policy, complete these steps:

1. In the Setup and Maintenance work area, go to the following:

   • Offering: Financials

   • Functional Area: Expenses

   • Task: Manage Policies by Expense Category

2. On the Manage Policies by Expense Category page, click Create Policy, and select Entertainment to create a policy.

3. Based on the details of attendee information you need to capture, select one of these options:

   • If you need to capture only the number of attendees above a designated expense amount:

     1. Select the option Capture number of attendees for expense lines above the specified amount.

     2. Specify the amount and select a currency.

     This policy can work together with policy rates defined in any expense category except entertainment, and the rates are enforced to per attendee expense amount.

   • If you need to capture details, such as attendee names, amount, and so on:

     1. Select the Capture attendee information option.

     2. In the Capture Attendee Information section, select the applicable options based on the information you need to capture.

     3. In the Rate Definition section, deselect the Enable rate limit option.

4. Click Save and Close.

5. On the Manage Policies by Expense Category page, select the newly created Entertainment policy and click Activate to make it available for use.

6. Click Done.

Assign an Entertainment Policy to an Expense Type

To assign an Entertainment policy to an expense type, complete these steps:

1. In the Setup and Maintenance work area, go to the following:

   • Offering: Financials

   • Functional Area: Expenses

   • Task: Manage Expense Report Templates

2. On the Manage Expense Report Templates page, select an expense template, and click the Edit icon.

3. On the Edit Expense Report Template page, select the expense type to associate with the Entertainment policy.

4. Click the Edit icon.

5. On the Edit Expense Type page, select the Policies tab.

6. In the Attendees Policy section, click the Add Row icon.

7. From the Policy Name choice list, select the Entertainment policy that you created, and enter the start date.

8. Click Save and Close.