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Version: 1.0.0
Last Updated: 2026-02-09
Module: FA (Finance & Accounting)
Status: Active
Purpose: This guide helps end users understand how to use the Expense Management module for creating expense reports, tracking receipts, submitting for approval, and processing reimbursements.

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Overview

The Expense Management module handles employee expense reports, receipt tracking, policy enforcement, approval workflows, and reimbursement payments. It supports per diem rates, mileage calculations, and batch processing. Navigation: Finance & Accounting → Expense Management (/fa/expense-management)

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Permissions

PermissionDescription
fa.expenses.viewView expense reports
fa.expenses.createSubmit expense reports
fa.expenses.approveApprove/reject expense reports
fa.expenses.reimburseProcess reimbursement payments
fa.expenses.adminConfigure policies and per diem rates

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Creating an Expense Report

  1. Click New Expense Report
  2. Enter a Report Title and Description
  3. Select the Reporting Period (date range)
  4. Optionally assign a Site for location-based policy rules
  5. Add expense line items (see below)
  6. Click Submit for Approval when complete

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Expense Line Items

Each line item captures one expense:
  • Date – When the expense occurred
  • Category – Travel, Meals, Supplies, Lodging, etc.
  • Description – What the expense was for
  • Amount – Total cost
  • GL Account – Expense account to charge
  • Fund / Department / Program – Dimensional coding
  • Receipt – Upload receipt image (required by policy for amounts over threshold)

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Per Diem Calculator

For travel expenses, use the built-in per diem calculator:
  1. Select Per Diem as the category
  2. Enter the Travel Destination (city/state)
  3. Enter Travel Dates
  4. The system looks up GSA per diem rates and calculates:
    • Lodging allowance (per night)
    • M&IE allowance (meals & incidental expenses)
    • First/last day proration (75% of M&IE)

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Mileage Calculator

For vehicle travel reimbursement:
  1. Select Mileage as the category
  2. Enter Miles Driven
  3. The system applies the configured mileage rate (e.g., IRS standard rate)
  4. Amount calculates automatically

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Receipt Upload

  • Drag and drop or click to upload receipt images
  • Supported formats: JPEG, PNG, PDF
  • Receipts are stored in secure Supabase storage
  • PHI detection scans receipts for protected health information (configurable)

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Approval Workflow

Draft → Submitted → Approved → Reimbursement Pending → Reimbursed
                  ↘ Rejected (returned with comments)
Approvers see pending reports in their approval queue with:
  • Total amount and line item count
  • Policy compliance flags (over-limit warnings, missing receipts)
  • One-click approve or reject with comments

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Policy Enforcement

The system automatically checks expense policies:
  • Amount limits per category (e.g., meals capped at $75/day)
  • Receipt requirements (mandatory above configurable threshold)
  • Duplicate detection (same amount/date/vendor)
  • Category restrictions by role or department
Policy violations show as warnings; approvers can override with justification.

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Reimbursement Payments

After approval, finance staff process reimbursements:
  1. Navigate to Reimbursements tab
  2. Select approved reports for payment
  3. Choose payment method (ACH, check)
  4. Batch processing – select multiple reports to pay at once
  5. Confirm and process; GL entries are created automatically

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GL Integration

TransactionDebitCredit
Approve ReportExpense AccountsAccrued Reimbursements
Process PaymentAccrued ReimbursementsCash/Bank

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Policy Configuration

Administrators can configure:
  • Expense categories – Add/edit/disable categories
  • Amount limits – Per category and per report maximums
  • Receipt thresholds – Minimum amount requiring receipt upload
  • Per diem rates – GSA rates or custom rates by location
  • Mileage rate – IRS standard or organization-specific rate
  • Approval routing – Manager approval, department head, finance review
Navigate to: Finance Settings → Expense Policies

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Tips

  • Submit reports promptly — stale expenses are harder to approve
  • Always upload receipts for amounts over $25
  • Use per diem and mileage calculators for accurate travel reimbursements
  • Batch reimbursements weekly to reduce processing overhead
  • Review policy compliance dashboard for trending violations