Travel Expense Registration

Accurate reimbursement handling is a legal and contractual obligation for organisations that compensate peer mentors for travel. Without a streamlined digital flow, claims are submitted via paper or email, creating administrative backlogs, errors, and delayed payments that demotivate volunteers. Automating threshold-based approvals removes repetitive manual work for coordinators - HLF noted that the majority of claims fall below the auto-approval threshold - freeing staff time for higher-value coordination tasks. For org admins, consolidated digital records simplify accounting system export and Bufdir audit trails.

Built as a Flutter screen backed by a dedicated Expense Service and Expense Repository. Fixed expense-type selectors are fetched from the Expense Types & Requirements feature to enforce valid combinations at the UI level before submission. The REST API endpoint accepts expense payloads and immediately evaluates them against org-configured auto-approval thresholds stored in organisation_settings. Approved records update the expenses table directly; others are placed in a pending queue consumed by the admin portal approval workflow. Kilometre calculations use device GPS or manual entry; integration with mapping APIs is optional for v1.0.