Policy Compliance Intelligence Agent Icon

Policy Compliance Intelligence Agent

Validates AP and P-Card transactions against policies, thresholds, and documentation rules, surfacing noncompliance and accelerating period-end close.

About the Agent

Manual policy checks and exception reviews often slow period-end accounts payable closure, as finance teams manually sift through transactions to catch breaches, overspend, or missing documentation. This increases the risk of oversight and delays while compliant items remain stuck in queues.

The Policy Compliance Validation Agent automatically reviews AP payments and P-Card transactions against defined spend thresholds, approval policies, tax codes, and documentation requirements. It flags noncompliant cases such as unapproved overspend, incomplete records, or policy misclassifications for escalation, while instantly clearing compliant items. Drawing on ledger entries, receipts, transaction feeds, and policy documents, the agent enables proactive anomaly detection and prioritizes exceptions by risk level for audit and remediation.

By streamlining validation and reducing manual workload, this agent strengthens financial controls, mitigates fraud and compliance risk, and ensures period-end records are accurate, audit-ready, and closed without delays.

Accuracy
TBD

Speed
TBD

Input Data Set

Sample of data set required for Policy Compliance Intelligence Agent:

Period-End Policy Compliance Data – Q3 FY2024

Date: September 30, 2024
Prepared by: Accounts Payable Compliance Team

This dataset represents a sample of AP and P-Card transactions for the Q3 FY2024 close cycle. The Policy Compliance Validation Agent ingests this full dataset, applies defined policy rules, and classifies each record as compliant or non-compliant.


1. AP Payment Transactions

Transaction ID Vendor Amount Approval Level Tax Docs Attached GL Code Status
AP-98231 Alpha Components $42,800 Manager Yes Operating Exp. Pending
AP-98412 NovaTech Systems $11,500 Director No Operating Exp. Pending
AP-98567 Zenith Supplies $7,950 Manager Yes Operating Exp. Pending
AP-98601 Coreline Services $25,300 VP Yes CapEx Pending
AP-98622 Orion Hardware $18,400 Director Yes Operating Exp. Pending
AP-98643 Vertex Solutions $9,200 Manager Yes Operating Exp. Pending

2. P-Card Transactions

Transaction ID Cardholder Amount Receipt Attached Vendor Type Status
PC-44210 J. Matthews $3,250 Yes Equipment Supplier Pending
PC-44231 L. Chen $1,200 No Software Subscription Pending
PC-44244 D. Patel $850 Yes Travel Expense Pending
PC-44267 K. Ahmed $2,750 Yes IT Hardware Pending
PC-44282 R. Singh $1,100 Yes Office Supplies Pending

Policy Rules Applied:

  • All AP payments > $40,000 require Director or VP approval.
  • All AP transactions > $10,000 must include tax documentation.
  • P-Card purchases > $2,500 require pre-approval.
  • P-Card transactions must have supporting receipts.
  • GL code classification must match expense type.
  • Split transactions on P-Cards are prohibited.

This input dataset is processed by the Policy Compliance Validation Agent to classify transactions, identify exceptions, and generate an audit-ready compliance report.

Deliverable Example

Sample output delivered by the Policy Compliance Intelligence Agent:

Policy Compliance Validation Report – Q3 FY2024

Executive Summary

The Policy Compliance Validation Agent reviewed 11 AP payments and 5 P-Card transactions for Q3 FY2024. Out of these, 5 transactions (29%) were flagged for non-compliance with corporate policy, primarily due to missing documentation, approval threshold breaches, and potential misuse of P-Cards. The remaining 71% of transactions were validated and cleared automatically, significantly reducing manual review effort.


Compliance Summary

Category Total Reviewed Compliant Non-Compliant Auto-Cleared %
AP Payments 6 3 3 50%
P-Card Transactions 5 3 2 60%
Overall Total 11 8 5 71%

Exception Analysis

1. Approval Threshold Violations

  • AP-98231 – Alpha Components: $42,800 approved at Manager level instead of required Director-level.
    Recommendation: Implement automated routing for transactions exceeding $40,000.

2. Documentation Deficiencies

  • AP-98412 – NovaTech Systems: Missing tax documentation for $11,500 invoice.
  • PC-44231 – L. Chen: Missing receipt documentation for $1,200 P-Card purchase.
    Recommendation: Enforce mandatory attachment validation prior to posting.

3. GL Code Misclassification

  • AP-98601 – Coreline Services: Incorrect GL classification – service expense posted as CapEx.
    Recommendation: Enhance GL validation rules based on expense type.

4. P-Card Policy Breach

  • PC-44210 – J. Matthews: $3,250 single transaction exceeds $2,500 P-Card limit.
  • PC-44267 – K. Ahmed: Potential split transaction – two sequential charges totaling $5,500.
    Recommendation: Investigate potential policy circumvention and reinforce cardholder training.

Cleared Transactions

The following transactions met all compliance requirements and were automatically cleared:

  • AP-98567 – Zenith Supplies
  • AP-98622 – Orion Hardware
  • AP-98643 – Vertex Solutions
  • PC-44244 – D. Patel
  • PC-44282 – R. Singh

Recommendations for Q4

  1. Workflow Automation: Enable dynamic approval routing based on spend thresholds.
  2. Attachment Enforcement: Integrate document validation at point of submission.
  3. GL Mapping Controls: Automate cross-check between service type and GL code.
  4. P-Card Oversight: Add automated alerts for split transactions and threshold breaches.

Compliance Outlook – Q4 FY2024

With these actions implemented, overall compliance auto-clearance is projected to exceed 90%, reducing exception review workload by over 40% and strengthening audit readiness for year-end close.

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