The expense owner is the user an expense belongs to. They are marked with an Expense owner label in the Attendees field.

If the owner paid but did not take part. For example; when buying a gift or booking a taxi for a colleague, you can exclude them from the attendees.

Excluding the owner changes the number of attendees and the amount per attendee. It does not change the expense total or reimbursement.

Before you start

Whether you can exclude the expense owner depends on your company's settings:

• If your company allows excluding the owner: you can remove the owner from the attendee list without removing the other attendees, provided you have permission to edit the expense.
• If your company does not allow excluding the owner: the owner is automatically included whenever another attendee is present. You cannot remove the owner separately. Removing all other attendees also removes the owner from the attendee list.

Exclude the expense owner

Web

Open the expense and go to the Attendees field. Click the trash icon next to the expense owner's name. A message confirms that the owner is not an attendee. The attendee count and amount per attendee are updated. Click Save or Submit to save your changes

Mobile

1. Open the expense and tap the Attendees field.

2. Tap the trash icon next to the expense owner's name.

   

3. A message confirms that the owner is not an attendee. The attendee count and amount per attendee are updated.

   

4. Tap Save or Submit to save your changes.

Add the expense owner back

Web

1. Open the expense and go to the Attendees field.

2. Open + Add attendees.

   

3. Select the expense owner, who appears first under ALL and at the top of the Employees list, and confirm.

   

4. Click Save or Submit to save your changes.

Mobile

1. Open the expense and tap Add Attendees. 

   

2. Select the expense owner from the employee list, where they appear first. Tap Add Attendee.

   

3. Click Save or Submit to save your changes.

How attendee amounts are calculated

Excluding the owner removes them from the attendee count and the amount-per-attendee calculation. The expense total and reimbursement remain unchanged.

Example for an expense of 200:

Attendee requirements by category

If the category requires attendees, the expense must have at least one attendee before you can submit it. The expense owner counts as an attendee if they are included. If you exclude the owner, at least one other attendee must be added.

If the category does not require attendees, the expense can have 0 attendees and still be submitted, approved and reimbursed, provided all other validations are met.

Why can't I exclude the owner?

If you cannot see the trash icon next to the owner's name, your company may not allow excluding the expense owner, or you may not be able to edit the expense at its current stage.

Contact your Rydoo admin for help. They can check whether your company allows excluding the owner, whether the Attendees field is enabled, and whether you have permission to edit the expense.

What if your company turns off owner exclusion?

If the owner was excluded before your company turned off the setting, the expense must be updated by clicking Save or Submit. Opening the expense does not apply the update.

• If you can edit the expense: click Save or Submit to apply the new setting. The expense cannot be approved, controlled or reported until this is done. Those review actions do not apply the update automatically.
• If you cannot edit the expense: reject it or send it back so the owner can save or resubmit it.
• Bulk approval, control and reporting: affected expenses are skipped until each has been saved or submitted, regardless of the reviewer's edit rights.

 Expenses that were already finalised, remain unchanged.

Exports and reports

The attendee count and amount per attendee in exports and reports reflect whether the owner is included or excluded.

For details about export fields and the company setting, see Enable or disable excluding the expense owner from attendees.