Employee Expenses Department System

An employee submits a claim and it's logged as a card in the “Claim” column with receipts, expense type, and date; it moves to “Policy Review,” where the expenses accountant checks it against policy: category cap, receipt completeness, and connection to a work task — anything incomplete goes back to the employee with a specific note on the card, not verbally. After the check it moves to “Approval” with the manager authorized for the amount per their authority; then to “Reimbursement,” where the transfer or cash payment is executed and its voucher attached; then “Archive,” where documents are filed in order; and the monthly “Report” summarizes expenses by type and department and the categories consuming the policy most.

Dues is the heart of this system: every employee has an expense account where their approved claims, what was paid out, and what was rejected — with the reason — are recorded, privately; the employee sees their own entries and their manager sees the team's totals. With that, the “where's my claim?” questions disappear, because the status is visible on the board and the financial trail is recorded.

Work flows from the claiming employee, to the expenses accountant who checks policy, to the approving manager who decides in “Approval,” to the cashier or accountant executing the reimbursement; then the card is archived and enters the monthly report, which reveals spending patterns and policy loopholes to management.