Rollover Settings

Rollover settings determine what happens to unused budget at the end of each period. Proper configuration balances employee flexibility with budget discipline.

Rollover Settings Overview

Setting	Options	Purpose
Rollover Policy	None, Partial, Full	Whether unused budget carries forward
Rollover Percentage	1-100%	What percent to roll over (Partial only)
Maximum Rollover Amount	Any positive number	Cap on rollover amount (optional)

Configuring Rollover Policy

No Rollover (None)

Unused budget expires at period end. Each period starts fresh.

Configuration:

Rollover Policy: None

Behavior:

Period 1: $5,000 budget, $3,200 spent, $1,800 remaining → $0 rollover
Period 2: $5,000 budget (starts fresh)

Best for:

"Use it or lose it" philosophy
Encouraging timely spending
Predictable period-over-period costs
Tight budget control

Partial Rollover

A configured percentage of unused budget carries forward.

Configuration:

Rollover Policy: Partial
Rollover Percentage: 50%

Behavior:

Period 1: $5,000 budget, $3,200 spent, $1,800 remaining
Rollover: 50% of $1,800 = $900
Period 2: $5,000 + $900 = $5,900 available

Best for:

Balancing flexibility and discipline
Rewarding efficient spending
Gradual accumulation allowed
Moderate control requirements

Full Rollover

All unused budget carries forward to the next period.

Configuration:

Rollover Policy: Full

Behavior:

Period 1: $5,000 budget, $3,200 spent, $1,800 remaining
Rollover: 100% of $1,800 = $1,800
Period 2: $5,000 + $1,800 = $6,800 available

Best for:

Maximum employee flexibility
Saving for larger trips
Trust-based culture
Infrequent travelers

Setting Rollover Percentage

For Partial rollover, specify what percentage carries over:

Percentage	Style	Example ($2,000 remaining)
25%	Conservative	$500 rollover
50%	Balanced	$1,000 rollover
75%	Liberal	$1,500 rollover
100%	Effectively Full	$2,000 rollover

Using Partial with 100% is equivalent to Full rollover, but allows you to add a maximum cap.

Setting Maximum Rollover Amount

The Maximum Rollover Amount caps how much can roll over, regardless of percentage:

Example:

Rollover Policy: Full
Maximum Rollover Amount: $2,000

Period	Remaining	Full Rollover	Capped At	Actual Rollover
1	$1,500	$1,500	$2,000	$1,500
2	$2,800	$2,800	$2,000	$2,000
3	$3,500	$3,500	$2,000	$2,000

Why Use a Cap?

Prevent excessive accumulation: One user can't build up 3x their normal budget
Maintain predictability: Total possible budget is bounded
Financial planning: Finance knows maximum exposure per user
Encourage spending: Beyond the cap, funds are lost anyway

Choosing a Cap Amount

Cap	Style	Use Case
0.5x base	Strict	Minimal accumulation allowed
1x base	Moderate	Up to one extra period's worth
2x base	Generous	Significant savings possible
No cap	Maximum	Unlimited accumulation

Example with $5,000/month budget:

Cap Setting	Maximum Total Budget
$2,500 cap	$7,500 (base + cap)
$5,000 cap	$10,000 (base + cap)
$10,000 cap	$15,000 (base + cap)
No cap	Unlimited

Rollover Calculation

The system calculates rollover using this logic:

Check remaining balance - If zero or negative, no rollover occurs
Check policy - If set to "None", no rollover occurs
Calculate base rollover:
- Full policy: Uses entire remaining amount
- Partial policy: Applies the configured percentage
Apply cap - If maximum rollover is configured and the calculated amount exceeds it, the cap is applied
Round to cents - Final amount is rounded to two decimal places

Per User vs Shared Pool Rollover

Rollover works differently based on allocation type:

Per User Rollover

Each user's rollover is calculated independently:

Budget: $5,000/month, 50% rollover, Per User

User	Period 1 Remaining	Rollover	Period 2 Total
Alice	$1,800	$900	$5,900
Bob	$200	$100	$5,100
Carol	$4,000	$2,000	$7,000

Each user has their own rollover amount.

Shared Pool Rollover

The pool's remaining balance rolls over together:

Budget: $15,000/month, 50% rollover, Shared Pool

Period	Pool Remaining	Rollover	Next Period Total
1	$6,000	$3,000	$18,000
2	$4,500	$2,250	$17,250

The entire pool benefits from the rollover.

Viewing Rollover in Period History

To see how rollover has been applied:

Navigate to Budgets → select a budget
View the Periods section

Period	Dates	Base	Rollover	Total	Spent
1	Jan 1-31	$5,000	$0	$5,000	$3,200
2	Feb 1-28	$5,000	$900	$5,900	$4,500
3	Mar 1-31	$5,000	$700	$5,700	-

The Rollover column shows the amount carried from the previous period.

Changing Rollover Settings

Changes to rollover settings apply to future period transitions. They don't retroactively modify past rollovers.

What You Can Change

Setting	Can Change?	Effect
Rollover Policy	Yes	Next rollover uses new policy
Rollover Percentage	Yes	Next rollover uses new percentage
Maximum Amount	Yes	Next rollover uses new cap

Timing of Changes

Current situation:

Period 2 is active
Current rollover policy: None
Change to: Full rollover

Effect:

Period 2 → Period 3 transition will use Full rollover
Period 2's remaining balance will roll over to Period 3
Period 1 → Period 2 is unchanged (already happened with None)

Common Rollover Configurations

Conservative: No Rollover

Rollover Policy: None

Fresh start each period
Maximum budget discipline
Predictable costs

Balanced: 50% with Cap

Rollover Policy: Partial
Rollover Percentage: 50%
Maximum Rollover: [1x base amount]

Half of unused carries over
Cap prevents excessive accumulation
Moderate flexibility

Generous: Full with Cap

Rollover Policy: Full
Maximum Rollover: [2x base amount]

All unused carries over
Cap prevents runaway accumulation
High flexibility

Maximum: Full, No Cap

Rollover Policy: Full
Maximum Rollover: (not set)

Unlimited accumulation
Maximum flexibility
Requires trust

Rollover Best Practices

Start Conservative, Adjust Later

Begin with None or low Partial rollover:

Understand spending patterns first
Increase rollover as you gain confidence
Easier to give more than take away

Always Consider a Cap

Even with Full rollover, set a reasonable cap:

Protects against budget distortion
Maintains some predictability
Users still benefit from savings

Match to Travel Patterns

Travel Pattern	Recommended Rollover
Frequent, regular	None or low Partial
Occasional, variable	50% Partial
Infrequent, unpredictable	Full with cap
Saving for big trips	Full with high cap

Monitor Rollover Trends

Watch for patterns in period history:

Pattern	Indication	Action
Large rollover every period	Budget too high?	Consider reducing base
Zero rollover every period	Budget too tight?	Consider increasing base
Hitting cap frequently	Users want more flexibility	Consider raising cap

Troubleshooting

"Rollover percentage is required"

When using Partial policy, you must specify a percentage (1-100).

"Maximum amount must be positive"

If setting a cap, enter a positive number. Leave blank for no cap.

Rollover not appearing

Check that:

The previous period has closed (rollover job ran)
The previous period had remaining balance
Rollover policy is not "None"

Budget Periods - How periods work
Rollover Concept - Detailed examples
Period Configuration - Period timing

Rollover Settings

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