Aircraft expenses are those that are for a specific tail but not tied to a trip. When an expense report is being created, if a trip policy does not exist, Avianis will look for an aircraft policy. This guide will outline:
how to create an aircraft expense policy; and
how to apply the aircraft expense policy to the aircraft.
CREATE AIRCRAFT EXPENSE POLICY
To create an aircraft policy access Finance > Expenses > Expense Policies and click Create.
Here is an example of an aircraft expense policy:
Name of Policy: This is visible in the dropdown when applying the aircraft policy to the specific tail.
Receipt Required: Refer to the Company Policy or set a custom receipt requirement. If set to custom, input the dollar amount on the expense where a receipt is required. Example, if $5.00 is input, the policy check will indicate a receipt is required for any expense total $5.00 and greater.
Expense Categories: Those selected will become what the crew member has available to select when creating an expense report of that type (in this case, a ‘general’ expense report).
Users for Approving Expenses: Set a group, personnel or custom role that can approve another personnel's expense report related to an aircraft policy. When a group is set, only one personnel within the group must approve the report. The way other group members know the report is approved is by referring to their My Approvals.
APPLY AIRCRAFT EXPENSE POLICY
To apply an aircraft policy access My Company > Aircraft [click on the tail] > Expense Policy. Search for the name of the aircraft policy in the selection drop down.
Limit Amount: The amount at which the approval process is initiated. If $0 is unchanged, the approval process for the aircraft policy begins when any expense is greater than $0.
Once saved, Auto Approval and Hard Stop Configuration options will appear, in addition to Trip Policy and Rules options:
Auto Approval Configuration: If enabled, expense reports where none of the expenses flag based on validation rules will automatically be approved.
Hard Stop Configuration: If there are conflicts on the expense report (warnings or critical items), enabling this will allow the user to continue with the submission, but must document the reason for overriding the rule.
Submission Option: Warning allows the users to override and submit only those with warnings, but not critical items. If Critical is selected, then both Warning and Critical items can be submitted with a documented override. Expense reports will then continue through the normal approval process.