Expense Policy Check

Employees ask Joy whether an expense is reimbursable and get a cited answer from your Travel and Expense policy in seconds, with the exact limits and conditions. No more guessing before you file a claim or emailing finance to check.

For All Employees Frequent Travelers Finance & AP Teams Approving Managers
Sample prompt to Joy's Assistant

Is a [client dinner and the ride home] reimbursable under our [Travel & Expense policy], and what are the limits?

What it can look like

An illustrative example. Your output will reflect your own sources, data, and prompts.

Is a client dinner and the ride home reimbursable under our Travel & Expense policy, and what are the limits?

Here's how your Travel and Expense policy treats a client dinner and the ride afterward, with the caps and conditions that apply to each part.

Yes, both the client dinner and the ride home are reimbursable, within the limits your Travel and Expense (T&E) Policy sets for client entertainment and ground travel. Here is how the pieces of that evening break down.

ItemReimbursable?Limit / condition
Client mealYesUp to $75 per person, including tax and tip
Alcohol with clientYesOnly with a client present; itemized separately
Ride-share to/from client dinnerYesBusiness travel only
Personal commuteNo—
ReceiptRequiredFor anything over $25

The meal itself is covered as client entertainment up to $75 per person, tax and tip included, per the T&E Policy, Section 5.2 (“Business Meals and Entertainment”). Count only the people actually at the table — you and the client — when you apply the cap.

A few conditions decide whether the rest of the evening clears:

  • Alcohol. It is reimbursable only when a client is present, and it has to be itemized as a separate line rather than folded into the food total (Section 5.3).
  • The ride home. A ride-share such as Uber or Lyft is covered as business ground travel, so the trip from the restaurant qualifies. A personal commute — home to the office on an ordinary day — does not, under Section 6.1.
  • Receipts. Anything over $25 needs an itemized receipt attached, so keep both the restaurant and the ride-share receipts (Section 4.4).

One deadline to watch: the policy asks you to file the claim within 30 days of the expense, so this dinner should go in well before then. When you are ready, open your expense tool and enter the meal and the ride as separate line items with the receipts attached — I can walk you through what each field needs, but you submit the claim yourself.

Want me to check the per-diem limits for an overnight client trip, or the rules for booking flights and hotels?

From policy question to a claim you can file

Expense Policy Check gives employees an assistant grounded in your Travel and Expense policy, per-diem schedule, and corporate card rules. Ask whether something is reimbursable and Joy answers with the limit, the conditions, and the exact policy section it comes from — so the claim is right the first time.

  1. Connect your expense policies

    Upload your Travel and Expense policy, per-diem schedule, corporate card policy, and receipt rules to the Knowledge Center so Joy answers from your actual documents.

  2. Ask in plain language

    Describe the expense the way you'd describe it to a colleague — “a client dinner and the ride home” — and Joy figures out which rules apply.

  3. Get a cited answer with the limits

    Joy tells you whether it's reimbursable, the dollar limit or condition, and the exact policy section, so you can check the detail yourself if you want to.

  4. File it in your expense tool

    Take the answer to the expense system your company already uses and enter the claim with the receipts attached. Joy explains what each line needs; you submit it.

  5. Make it one click for your team

    Save this ask as a custom command on the assistant your team already uses, so anyone can run it in one step.

Make it yours

Cited to the Policy

Every answer names the T&E policy section it comes from, so employees trust the limit and can read the detail if they need to.

Knows the Limits

Per-person meal caps, receipt thresholds, and filing deadlines come back as exact figures, not a vague “check the policy.”

Flags the Conditions

Joy surfaces the fine print that trips people up — alcohol itemized separately, business versus personal travel — before the claim is filed.

Points to the Right Tool

When you're ready to submit, Joy directs you to your expense system and explains what each line needs. You file the claim yourself.

Multi-Country Rules

Different per-diems and tax rules by country? Joy serves the limits that apply to the employee's location and trip.

Corporate Card Mode

Answer the questions cardholders ask most — what the card can cover, when a personal card is fine, and what needs itemizing.

Travel Booking Help

Extend the same assistant to flight class, hotel caps, and advance-booking rules so trips are compliant before they're booked.

Manager Guidance

Give approvers a quick reference for what the policy allows, so reviews are consistent across the team.

Frequently Asked Questions

What is an expense policy check assistant?

It's an assistant that answers employee questions about what's reimbursable under your Travel and Expense policy. Ask whether an expense qualifies and Joy replies with the limit, the conditions, and the exact policy section, grounded in your own documents so the answer matches your rules.

Does Joy submit or approve my expense claim?

No. Joy checks the policy for you and points you to the expense tool you already use, but it never submits or approves anything. It reads your documents to answer the question; you file the claim, and your approver still reviews the actual claim against the receipts and amounts before it's paid.

How does Joy know our expense limits?

Joy answers only from the documents you upload — your Travel and Expense policy, per-diem schedule, corporate card policy, and receipt rules. Every answer cites the section it came from, so employees can verify the limit and finance knows it reflects the current policy.

Can it handle per-diem and travel questions too?

Yes. Point the same assistant at your per-diem schedule and travel rules and employees can ask about daily allowances, hotel caps, mileage rates, and flight-booking limits, each answered with the figure and the source section.

Will this reduce back-and-forth with finance?

That's the point. Most of the questions that reach finance — meal caps, receipt thresholds, whether alcohol or a ride qualifies — are already answered in the policy. Letting employees ask Joy first means cleaner claims and fewer emails, while genuinely unusual cases still go to a person.

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