Expenses and review

The Finance Officer records each program expense with a date, category, amount and evidence attachment. Draft, Review, Approved, Paid and Rejected are distinct statuses. A claim can be ready for review without being approved, and an approved claim can still be waiting for its payment status to be recorded.

• Prepare the claim. The Finance Officer links it to a program and records the date, category, amount and attachment.
• Decide eligibility. The Reviewer compares the attachment and category with the linked program and its award restrictions before recording Approved or Rejected.
• Record payment later. The Finance Officer changes an approved claim to Paid after confirmation from the agreed finance source.

An expense claim for a project purchase is linked to the funded program. The Finance Officer attaches the receipt and places it in review. The Reviewer compares the expense category and amount with the program and its award restrictions. Approval records the eligibility decision. The Finance Officer records Paid only when the payment step has been confirmed in the agreed finance process.

Agree how expense categories map to the funder restrictions and who may approve claims. Keep review and payment responsibilities distinct. Decide how a rejected claim is corrected or resubmitted and what evidence must remain attached. If payment is handled elsewhere, agree the source of the payment confirmation before recording Paid.

Plan the first operating cycle before using these records for reporting.

Pick a claim in Review with evidence and a restrictive award. Ask the Reviewer to explain why the claim qualifies. Follow its program link, decision and later payment status. Repeat with an unsupported claim and confirm it remains rejected rather than appearing in approved or paid totals.

For a monthly review, open the expense list beside the active award for that program. Separate claims still in Review from claims already Approved, and ask the Finance Officer which approvals have a confirmed payment status. The claim amount is the amount under review; the award amount remains the sponsor commitment. Keeping the two figures in their own records makes a later reconciliation easier to explain to the program owner.

• Expenses Awaiting Review — Lists claims at Review with their program, amount and evidence.
• Expense status board — Separates draft, review, approved and rejected claims for finance follow-up.

See the process and check the record model.