> ## Documentation Index
> Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Expense Management & Reimbursements User Guide

> This guide helps end users understand how to use the Expense Management module for creating expense reports, tracking receipts, submitting for approval, and pr…

> **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.

***

## 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`)

## Permissions

| Permission              | Description                           |
| ----------------------- | ------------------------------------- |
| `fa.expenses.view`      | View expense reports                  |
| `fa.expenses.create`    | Submit expense reports                |
| `fa.expenses.approve`   | Approve/reject expense reports        |
| `fa.expenses.reimburse` | Process reimbursement payments        |
| `fa.expenses.admin`     | Configure policies and per diem rates |

## 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

## 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)

### 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)

### 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

## 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)

## Approval Workflow

```text theme={null}
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

### 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.

## 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

### GL Integration

| Transaction     | Debit                  | Credit                 |
| --------------- | ---------------------- | ---------------------- |
| Approve Report  | Expense Accounts       | Accrued Reimbursements |
| Process Payment | Accrued Reimbursements | Cash/Bank              |

## 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

## 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