Restrict users to submit only one expense report per week

[praveenrajkr]

We have a requirement from the business to retrict the employees to submit only one expense report per week.Is it possible to achieve this using an audit rule or a validation rule. TIA.

[jyotesh519]

@praveenrajkr I dont think, i have seen any parameter to achieve this requirement. But lets see if anyone has any other views on this.

[rwingerd]

Unfortunately, this cannot be enforced through a validation or audit rule.  We have the same requirement and with discussions with Concur during implementation and at fusion, this is not possible.  We monitor the number of submissions through various reports plus our processors are good at identify potential non compliance if they start seeing multiple reports from the same traveler.

[Kaluckb]

@rwingerd  What steps do your processors take if they do see multiple reports from the same traveler?  

@KevinD Is there an option for a processor to combine multiple approved reports from the same employee in to a single submission?

[KevinD]

@Kaluckb there is no option to combine approved reports. The processor would need to send both reports back providing a comment telling the employee to move all expenses from one report to the other to combine them.

[MelanieT]

@praveenrajkr , Hello!  Both @rwingerd  and @jyotesh519  are correct, this isn't something that can been enforced.  Cognos reporting would be your best way to track this.  

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[KevinD · Accepted solution]

@praveenrajkr the closest thing would be using a Report Start and End Date field on the Report Header then create an audit rule using the Dates overlap another report. If the employee picks a date in the start or end date field of their second report that overlaps the first report for that week, then it will work. However, once employees figure out the workaround (which I won't describe here), then the rule won't prevent it. 

So, the short answer is No, there isn't a 100% foolproof way to prevent what you are asking.

[praveenrajkr]

Thank you Kevin. We do have Cognos reports where we monitor the number of reports submitted by each employee for each month. Another option which we are exploring Is it possible to limit to one expense report per day per employee.