Use Groups to provide employees with different options. For example, create groups based on departments and make sure that employees only see cost types and projects relevant for them.
Make sure your employees only choose cost categories, cost centre and projects for which they can actually incur costs. When you use groups, only those options are visible that have been made available to the specific group. This also applies to mileage rates for example. If several mileage reimbursement rates are used within your organisation, you can ensure that the employee can only see and select the rate he or she is eligible for.
In addition to making available only relevant fields, Groups can also be used to implement specific expense guidelines. For example, you can implement different maximum amounts for groups of employees in the same cost category.