Program Expenses

Finance Officer records the expense date, category, amount and supporting evidence under the intended program. Draft work is prepared before it moves to Review. At that point the verification action checks the amount, category and linked program state against the stated conditions.

An amount greater than zero, a present category and an Active program are required for the verification to produce Approved. If any check fails, the result is Rejected. This is an automated rule outcome that Finance Officer can explain from the record. Payment is a separate externally confirmed event, and the verification action never writes Paid.

• Expense preparation. Link the cost to its program and retain the supporting attachment. A useful category and expense date help Finance Officer review the record alongside the program’s funded work.
• Rule verification. Moving the record into Review triggers the positive-amount, category and Active-program checks. Inspect the resulting state before treating the expense as approved for the next financial handoff.
• Payment separation. Keep Approved and Paid distinct. Use the separately confirmed payment process to establish a paid outcome rather than treating rule verification as evidence that money moved.

Agree the category vocabulary and monetary convention the team will use. Review an actual expense with Program Manager so the intended program association is clear. Decide what supporting evidence Finance Officer retains and who can open that attachment during a later program review.

Define how the team corrects a Rejected record and resubmits it through the supported path. The correction should address the failed condition, such as an absent category or a program that is not Active. Establish how external payment confirmation is retained before a Paid state is recorded. Make the responsibility for that separate event clear to the people reading expense reports.

Prepare a program expense with a positive amount, a category and an Active linked program. Finance Officer sends it to Review and inspects Approved. Repeat with a zero amount, then with an empty category, then with a program outside Active. Each failed condition should lead to Rejected rather than an approved result.

Check the evidence attachment and ask Program Manager to explain which funded work the expense concerns. Finally, inspect the approved example after verification and confirm that it has not been marked Paid by the rule action. Only use the agreed external confirmation procedure when recording the later payment event, preserving the distinction in the team’s reporting.

• Expense Review Queue — Review-stage costs with the program, category, amount and evidence visible.
• Approved Expenses — Costs that passed verification and remain distinct from paid outcomes.
• Active Programs — Program context used by the expense verification rule.

Use expense verification and outcome reporting. Review connections for the separate accounting and payment-confirmation handoff.