Establish Audit Rules for Emburse Assurance for Emburse Professional

For organizations using Emburse Assurance for Emburse Professional, administrators can configure audit rules to identify and flag expenses based on company policy.

These rules help surface potential issues during the expense process and support review workflows for submitters, approvers, and auditors.

Use the Emburse Assurance Audit Rules page to:

• Control how expenses are flagged
• Define which rules apply to your organization
• Manage how users are notified of potential issues

Prerequisites

You can configure audit rules only if:

• You are signed in as an administrator.
• Emburse Assurance is enabled for your instance
• At least one audit rule must be enabled before the configuration applies

Configure an Audit Rule

1. On your Emburse Professional homepage, select the gear icon.

2. Under Audit, select Emburse Assurance Audit Rules.

3. In Inquiry Settings, choose whether to turn on Enable Auto-Inquiry Mode.

   When enabled, an inquiry will be automatically sent to the submitter if an expense is flagged by an audit rule. Inquiries allow approvers to send requests for information to submitters in the approval workflow. This will prompt the user to add further context and explain why their expense was flagged. This information will be visible to Approvers and Auditors when the report is opened for approval.
4. If you turned on Enable Auto-Inquiry Mode, choose whether to turn on Allow expense edit for automatically created inquiries.

5. Next, under Detection Rules, establish which expenses get flagged when submitters send expenses for reimbursement. Locate the rule you want to configure and select the pencil.

6. Toggle the Enabled checkbox to enable the rule.
7. (Optional) Add a custom violation message.

10. Configure the rule details as needed. Depending on the rule, you can configure:

1. Expense Types: Choose which Expense Types to assign to this rule. Every Expense Category created under the Expense Type will be scanned for the Rule set here.
   1. If you need to exclude a category or multiple categories, you can create an Exception for it below.
2. User Roles: Choose any or all of the four standard user roles to which to apply the user role. For example, if your company does not want the Alcohol Purchase to apply to executives.
3. Exceptions: These options are grayed out until you mark Enabled and Save the Rule Details. Once enabled, you can assign exceptions to any of the rules you established earlier.

11. Select SAVE.

12. Repeat steps 5 through 11 for each additional rule you want to enable.
13. Return to the Audit Rules page and confirm the rules you enabled show as ON.

Add Exceptions to Existing Rules

1. To add exceptions to a rule, reopen the rule and go to Exceptions.
2. Select a type of exception to make from the available options.

3. Configure your exceptions based on the available options.
4. Select the expense categories you want to exclude from the rule.
5. Select ADD.

The exception displays in the Rule Details.

6. Save your changes.
7. Return to the Audit Rules page and confirm the rules you enabled show as ON.

Understand Pre-Submission Behavior

Emburse Assurance can surface messages to users during the expense process, depending on how your organization configures audit rules and Inquiry Settings.

• When Auto-Inquiry Mode is enabled:
  • An inquiry is automatically created when a rule is triggered
• When Auto-Inquiry Mode is disabled:
  • Expenses can still be flagged for review, but inquiries are not created automatically
• When editing is allowed:
  • Users can update flagged expenses
• When editing is not allowed:
  • Users must respond to the inquiry without modifying the expense

Detection Rules Reference

Use this reference to review each detection rule, its purpose, and any configurable parameters.

Scan the table to find the rule you need, then open it in your Emburse Assurance Audit Rules page to enable and tailor settings. Availability and options can vary by rule and by your organization’s configuration.

AI Audit Checks