Creating Departments
Departments help travel admins group employees together and apply travel policies by department, user, or legal entity.
How to access the travel tool
- In New Expensify: Click the green + button in the bottom-left corner of your screen, then select Book travel.
- In Classic Expensify: Click Travel in the left-hand menu, then select Book or manage travel.
Don’t see the travel feature? Reach out to your Account Manager or Concierge to schedule a travel demo and get it enabled for your account.
Who can create departments?
Only users with the Travel Admin role can create or manage departments.
How to create a department
- Go to the travel tool.
- Click Program in the top navigation bar.
- Under the Company section, select Departments.
- Click the green Add Department button.
- Enter the Department name, then click Save.
Once saved, the department will appear in your department list and can be used when managing policies and assigning users.
How to apply a department to a user profile
- Go to Program > Company > Users.
- Select the user you want to update.
- Scroll down to the Department dropdown.
- Select the appropriate department from the list.
- Click Save to apply the change.
This will ensure the user is grouped with the correct team and automatically assigned to any relevant policies.
How departments are used in policies
When setting up or editing a travel policy, admins can assign an entire department to the policy.
To do this:
- Go to Program > Policy.
- Select a policy and click Edit Members.
- Under All of the following members, select Department.
- Choose the department from the dropdown to apply the policy to everyone in that group.
FAQ
Can regular employees create or manage departments?
No. Only users with the Travel Admin role can view or manage department settings.
Can users be in more than one department?
Each user can only be assigned to one department at a time.
What happens if an employee changes departments?
Update their assignment under Program > Users to reflect their new department. Their policy assignment will update automatically if based on group rules.
Can departments be imported from Expensify or my accounting software?
Not at this time. If this functionality would benefit your team, talk to your Account Manager to share feedback and explore alternatives.
