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A policy rule is similar to an approval rule and is constructed the same way, however, instead of requiring action by an approver, a policy rule simply colour codes a transaction to indicate it has possibly broken a company policy. For example, you can construct a policy rule to flag any transactions made over $100 with a taxi company. When a transaction of this type arrives, it is flagged as a possible policy breach and highlighted so it stands out when an approver is looking at a report that includes this transaction. You could construct an approval rule like this as well, however an approval rule would actually require an action, when you just want to bring it to the approver's attention.
Like approval rules, a policy rule is linked to an approvee role to determine which employees are affected by the policy rule. For example, general staff may have different policies than management staff, or policies may vary from one department to another.
However, unlike approval rules, you do not need to link a policy rule to an approver role.
Once you have created policy rules, they work in a very similar way to an approval rule. Every transaction that comes into Shared Travel Services is assessed to see if that account holder/transaction has triggered a policy rule. If a transaction hits one or more policy rules, the transaction is flagged with the rule.
In creating a policy rule, you also need to assign a policy status level; this is basically a 'traffic light' that indicates how important the policy breach is on a scale of 1 to 4. The policy status level determines what colour a transaction is highlighted.
Note: You can interact policy rules with approval rules. For example, you can build a policy/approval process where any transaction over $50 but under $100 will trigger a policy rule, however once the transaction goes over $100, it triggers an approval rule that requires manager approval.