🌐 Web 📱 Mobile | 👤 Yokoy admin with Company settings permission
For certain expenses such as meals, your company may need to track the employees and guests covered by the expense for multiple reasons:
company policy: check that the expense complies with the set budget per person.
per diem impact: check that employees have deducted the corresponding meal from per diem amounts for the day.
country requirement: provide a list of participants and company affiliation for all meal expenses (e.g. required in Germany).
Participants in expenses
Yokoy lets submitters indicate the participants in an expense, selecting the user(s) who were covered by the expense and specifying whether it is a Yokoy user or a third party person. You can determine the type of participant that submitters can select in an expense and the information required to create an external participant.
Yokoy displays a breakdown of the expense by the number of participants selected.
By default, Yokoy flags all expenses where the submitter is not included as a participant. However, you can choose to disable this warning if required.
Expense participant types
Submitters can add three types of participant to an expense:
Yokoy users: Submitters can search for different Yokoy users by name:
Own company: By default, submitters can only search for Yokoy users from their company. These participants are displayed in light blue.
Other companies in the organization: You can choose to allow submitters to select Yokoy users from other companies in the organization, if required. These participants are displayed in medium blue.
External participant: a third party from another organization. These participants are displayed in dark blue.
Configuring expense participants
Under Admin > Company settings, Compliance > Participants you can restrict the type of participants that can be selected in the expense form. For example, you can choose to allow users to only select Yokoy users that belong to the same company as the company where the expense is being created or to allow them to select users from other companies in the organization.
In addition, for external participants, you can determine the mandatory fields that submitters must provide when adding participants to an expense.
Field | Description |
Don‘t include submitter as participant | By default, the expense submitter is automatically selected as a participant. If you select this checkbox, submitters must manually add themselves as a participant. Otherwise, an error message is displayed. |
Disable warning for when submitter is not an expense participant | By default, Yokoy flags those expenses where the expense submitter is not included as a participant with a warning (displayed to submitters, approvers, and finance users). Select this option to hide the warning. |
Allow participant search across all legal entities within the organization | By default, users can only search for participants that belong to the same legal entity as them. Select this checkbox to allow the user to search for participants within their organization. Otherwise, any users within the organization that are not part of the user's legal entity must be added as external users. |
Mandatory fields for external participants | When creating external participants, you can determine the information that users must provide additional when adding an external participant. First name is always required. You can choose to make these fields mandatory:
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Viewing participant data
Finance users and managers can view participants included in expenses in Analytics.
For expenses created before the activation of that feature, you can display the number of participants and the names of the participants, if entered in the text field.
For expenses created after this date, you can view the number of participants, a comma-separated list of the participant names, and participant details.
Depending on the participant type, the details available vary:
Yokoy users: first name, last name, and email address
External participants: first name, last name, email address, and company name.