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Set up approval override rules tailored to your company’s needs to manage out-of-policy exceptions, ensuring flexibility while maintaining control over approval workflows.

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Configure out-of-policy rules

Configuring an out-of-policy ruleset allows you to set manual approval overrides for all workflows in your organization. Out-of-policy rules can be applied to transactions, funding requests, reimbursements, payment transfers, and card unblocking requests. These rules will apply to all items within a specified workflow. Members of the approval override user groups will be able to approve every item within a specified workflow regardless of the approval routes.

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How to set up approval override

Approval override consists of a set of custom rules based on workflows and designated approvers required to approve workflow items (transactions, fund requests, card unblocking requests, payment transfers, or reimbursements).

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Create groups for approval override

The first step in configuring an approval override is to create a group of approvers who can approve everything, regardless of any specified approval rule. Approval groups should consist of one or more admins with permission to approve transactions, reimbursements, ACH transfers, card unblocking, or funding requests.
1
To create a group, navigate to the Team Members page from the sidebar menu.
2
Select the Group tab.
3
Click on Create New Group.
4
Choose User for the group type.
5
Enter a name for the group.
6
Select one or more admins that you would like to add to the group.

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Create out-of-policy rules

Now that you’ve created a user group for manual approval overrides, the next step is to create out-of-policy rules that you can apply to your approval workflows.
1
Navigate to Business Settings from the sidebar menu.
2
Select the Approval Policies tab.
3
Click on the Out-of-policy button.
4
Select the workflow type(s) that you would like the approval override rule to apply from the drop-down.
5
Click on the Save button to save and create the Approval Policy.

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Managing out-of-policy rules

  • You can delete or edit out-of-policy rules by clicking on the Out-of-policy button.
  • Multiple out-of-policy rules can be created.
  • The manual approval override group will have the ability to approve all items within a workflow (e.g., transactions), regardless of existing approval policy routes.
  • The approval override functionality will override approvals for all approval policies, including inactive ones, within specified workflows (e.g., transactions or funding requests).
  • Multi-level approval cannot be configured for manual approval overrides.
  • An informational message will be displayed on pages (e.g., Transactions, Funding Request Details) to inform users that they belong to an approval override group.
  • Once an item is approved through a manual approval override, a message will be shown next to the approver indicating that the item was approved through the approval override.
Approval override message next to approver

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FAQ

Yes, you have to click on the out-of-policy button and delete all rules.
Yes, you have to click on the out-of-policy button and edit the existing rules or add new ones.
A message will be shown next to the approver indicating that the item was approved through the approval override.
An informational message will be displayed on pages (e.g., Transactions, Funding Request Details) to inform users that they belong to an approval override group.
No, there will be no additional notifications.
Yes, users who can override approvals will be able to approve items using bulk actions (if this functionality is available).
Last modified on May 8, 2026