Keep travel claims connected to their dates, routes and approved rates.
| Entry Date | Vehicle.Employee | Vehicle | From Address | To Address | Miles |
|---|---|---|---|---|---|
| 15 Sep | VHC-514 | VHC-2115 | T-10 | H-15 | 400 |
| 12 Sep | VHC-213 | VHC-5804 | X-10 | U-3 | 330 |
| 13 Sep | VHC-679 | VHC-4137 | P-8 | M-20 | 300 |
| 05 Sep | VHC-942 | VHC-8676 | C-18 | T-3 | 680 |
| 05 Sep | VHC-414 | VHC-6287 | S-3 | T-2 | 430 |
| 07 Sep | VHC-499 | VHC-8188 | L-10 | N-12 | 790 |
An employee selects their registered Vehicles record and enters the route or a supported manual distance. The configured mapping service can suggest driving distance, including the declared round trip. Retain the entered facts and the source of the calculation so Finance can investigate a material difference. A maps result does not prove that the journey occurred or that every mile was business travel. The trip purpose and expense date remain part of the evidence. Avoid creating a second mileage line when a delayed calculation callback is retried.
Resolve the mileage rate using the expense date and applicable scope, including the intended effective interval and any approved company override. Select per-diem locality and dates using the company’s chosen travel policy. Rate tables must not contain ambiguous overlapping entries for the same scope. Preserve the rate basis used by an approved report when new references arrive. A later correction should retain its own explanation and revision instead of silently changing an employee’s earlier claim. Review partial travel days and supplied meals according to the actual governing policy.
A travel report can combine receipts, mileage, daily allowances and company-paid items. Check those methods together so the same covered expense is not reimbursed through both an allowance and an actual-cost claim. Eligible Mileage and PerDiem amounts contribute to EmployeePayableAmount; company-card spending remains outside that employee payment. Finance reviews any disallowance and records the approved amount before the downstream payment request. MealsAndEntertainment retains business purpose and attendee information where required, while tax classification is reviewed independently from whether the employee is reimbursed.
| Expense Line | Classification | Business Purpose | Attendee Names | Attendee Count |
|---|---|---|---|---|
| EL-8118 | Meal-Travel | BP-270 | AN-848 | 26 |
| EL-1823 | Meal-Client | BP-364 | AN-487 | 39 |
| EL-7441 | Entertainment-Client | BP-457 | AN-123 | 17 |
| EL-1285 | Meal-Office | BP-896 | AN-278 | 27 |
| EL-3683 | Meal-Conference | BP-573 | AN-539 | 39 |
| EL-7967 | Meal-Travel | BP-226 | AN-522 | 16 |
Turn receipts and expense details into a report ready for review.
Make expense rules clear before a report reaches approval.
Keep travel claims connected to their dates, routes and approved rates.
Give each expense decision a clear owner and a lasting record.
Track eligible claims from approval to confirmed payment.
Match company-card spending and close each statement with evidence.
Per-Employee YTD mileage with miles, rate-per-mile (resolved per EntryDate and applicable effective interval), CalculatedReimbursement, and a flag for any entry where Miles > Google-Maps-computed × 1.15. Supports review of contemporaneous mileage evidence under the applicable policy.
| Entry Date | Vehicle.Employee | Vehicle | From Address | To Address |
|---|---|---|---|---|
| 15 Sep | VHC-514 | VHC-2115 | T-10 | H-15 |
| 12 Sep | VHC-213 | VHC-5804 | X-10 | U-3 |
| 13 Sep | VHC-679 | VHC-4137 | P-8 | M-20 |
| 05 Sep | VHC-942 | VHC-8676 | C-18 | T-3 |
| 05 Sep | VHC-414 | VHC-6287 | S-3 | T-2 |
| 07 Sep | VHC-499 | VHC-8188 | L-10 | N-12 |
Per-line M&E capture: Classification, BusinessPurpose, AttendeeNames, AttendeeCount, DeductiblePercent, DeductibleAmount, and receipt link. Supports review of the applicable documentation requirements and the year-end deductible / non-deductible carve-out.
| Expense Line | Classification | Business Purpose | Attendee Names | Attendee Count |
|---|---|---|---|---|
| EL-8118 | Meal-Travel | BP-270 | AN-848 | 26 |
| EL-1823 | Meal-Client | BP-364 | AN-487 | 39 |
| EL-7441 | Entertainment-Client | BP-457 | AN-123 | 17 |
| EL-1285 | Meal-Office | BP-896 | AN-278 | 27 |
| EL-3683 | Meal-Conference | BP-573 | AN-539 | 39 |
| EL-7967 | Meal-Travel | BP-226 | AN-522 | 16 |
Oversight role. Reviews high-value reports, audits PolicyViolations trends, signs off CardReconciliations, and owns the relationship with the card program and the reimbursement-channel decision (PayrollAddOn vs SeparateACH).
CRUD on ExpensePolicies, PolicyRules, CardReconciliationsRead on all tablesApprove ExpenseReports above ExpensePolicies.HighValueThreshold (the auto-added Controller step in the approval chain)Override or waive Hard PolicyViolationsExpense review waits for the finance reviewer.
The post-manager approver. Checks policy compliance, releases the reimbursement, owns the CardTransactions matching backlog, and is the primary preparer on CardReconciliations.
CRUD on Reimbursements, CardReconciliations, MealsAndEntertainmentUpdate on ExpenseReports (approve / reject / hold at the Finance step), ExpenseLines (adjust ApprovedAmount and Disallowance), ExpenseApprovalSteps, PolicyViolations (mark Justified or Waived for Soft / Hard)Update on CardTransactions (set Status: Disputed or Excluded, manually pair to MatchedExpenseLine)Read on CorporateCards.CardLast4, CardTransactions.RawDescription, all Receipts including OCR fieldsExpense review waits for the finance reviewer.
Line manager with scope over direct reports only. The first approver in the chain. Sees aggregate spend for own team but cannot see another team's reports.
Read on ExpenseReports and ExpenseLines where ExpenseReports.Submitter.Manager = selfUpdate on ExpenseReports for own reports' chain step (approve / reject / hold at the Manager step)Read on Receipts and PolicyViolations for those same linesCannot see another manager's team's reports, cannot see CorporateCards, CardTransactions.RawDescription, or Reimbursements.Amount of reportsBusiness-purpose approval waits for the manager.
Self-service submitter. Files own ExpenseReports, uploads Receipts, captures Mileage, registers own Vehicles. Reads own reimbursement status. Cannot see anyone else's data.
CRUD on own ExpenseReports, ExpenseLines, Receipts, MileageEntries, Vehicles, MealsAndEntertainment (when authoring own M&E lines) while ExpenseReports.Status IN (Draft, Held, Rejected)Read on own Reimbursements (Amount, Status, ScheduledFor, PaidAt)Read on ExpenseCategories, ExpensePolicies, PolicyRules, MileageRates, PerDiemRates (the published rule set the submitter must comply with)Cannot edit a Submitted report without recall (recall flips Status back to Draft and voids the prior approval steps)| Report Number | Report Title | Report Date | Total Amount | Violation Count |
|---|---|---|---|---|
| ER-55874 | Draft er-862 | 23 Sep | 35,007.68 | 40 |
| ER-85238 | Held er-818 | 09 Sep | 6,045.03 | 24 |
| ER-67722 | Rejected er-948 | 06 Sep | 22,364.51 | 40 |
| ER-55379 | Draft er-233 | 21 Sep | 20,652.06 | 37 |
| ER-50233 | Held er-299 | 27 Sep | 17,294.00 | 25 |
| ER-10944 | Rejected er-608 | 24 Sep | 35,083.61 | 14 |
A Permissions attribute on Employee — set true when the Employee has at least one CorporateCards.Cardholder = self row in Status: Active. Inherits all Employee permissions plus card-specific surfaces.
Read on own CorporateCards (CardLast4 visible to self, masked to non-self Employees)Read on own CardTransactions (RawDescription visible to self)Update on own CardTransactions to advance Status: Unmatched → Matched by linking to a self-authored ExpenseLines.PaymentMethod = CorporateCard row, or to flag Status: Disputed with a dispute reasonRequired to justify (attach Receipt + Category + Description) every CardTransaction within ExpensePolicies.JustificationWindowDays (default 30)| Report Number | Report Title | Report Date | Total Amount | Violation Count |
|---|---|---|---|---|
| ER-55874 | Draft er-862 | 23 Sep | 35,007.68 | 40 |
| ER-85238 | Held er-818 | 09 Sep | 6,045.03 | 24 |
| ER-67722 | Rejected er-948 | 06 Sep | 22,364.51 | 40 |
| ER-55379 | Draft er-233 | 21 Sep | 20,652.06 | 37 |
| ER-50233 | Held er-299 | 27 Sep | 17,294.00 | 25 |
| ER-10944 | Rejected er-608 | 24 Sep | 35,083.61 | 14 |
Prepare an evidenced report and send the right revision for review.
4 stages · 0 approvals
Follow the required decisions through to a confirmed employee payment.
5 stages · 2 approvals
Add the required Controller decision without losing the report history.
4 stages · 2 approvals
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