Capture and submit expenses

Employee creates an ExpenseReports draft within their own scope and adds the business purpose and dates. Select the governing policy before line entry. Keep employee-paid and company-card spending distinguishable so a company-paid charge cannot become another employee claim.

Responsible

Employee

Records

ExpenseReportsExpensePolicies

Effect

Start the employee report

Employee adds ExpenseLines and Receipts, confirms OCR suggestions and links the original card transaction where relevant. Mileage and per-diem lines retain their date, route or locality and reviewed rate basis. An extracted amount is a suggestion and does not approve the expense.

Responsible

Employee

Records

ExpenseLinesReceiptsMileageEntriesCardTransactions

Effect

Retain the expense evidence

The configured policy evaluation records PolicyViolations. Employee supplies required explanations and corrects blocked items through the permitted process. A written justification does not erase the original finding or authorize a policy waiver. Only a permitted reviewer may make the corresponding exception decision.

Responsible

System

Records

ExpensePoliciesPolicyRulesPolicyViolationsExpenseLines

Effect

Evaluate eligibility before submission

Employee submits the prepared report. Preserve SubmissionRevision and the evidence used by that version, then assign the manager decision. Further material changes require recall or returned work and a new revision. The submission acknowledgment gives the employee a traceable result if delivery of a notification is delayed.

Responsible

Employee

Records

ExpenseReportsExpenseApprovalSteps

Effect

Route the submitted revision