Expenses

The security officer enters the date, amount, and category, with an optional note and a photo of the receipt. There are four categories: travel costs, meals, materials, and other.

The amount ranges from one cent to 999.999,99 Euro, and the note can contain 500 characters. Receipts are images. JPEG, PNG, and HEIC files up to 10 MB are allowed.

Where: in the web interface under "My", Expenses card, "Submit expense" button. There is currently no separate view for this in the mobile apps.

While a request is open, the security officer can withdraw it. This is no longer possible after a decision.

The office sees the requests under Expenses, a subpage next to Payroll. The "Open" filter is preset.

A rejection always requires a reason of at least 5 and no more than 500 characters. Once made, a decision cannot be overwritten. A second attempt is rejected.

Anyone who can read payroll data may read the requests. Only those who can also manage payroll data may decide. The menu item therefore only appears with read permission.

Approval creates a payroll item of the Expenses type in the same operation. It is created in the calendar month of the expense date, not in the month of approval.

This means there is no second calculation path. The amount passes through the same payroll preview as everything else, see Payroll and Premiums.

Limit: If the payroll month of the expense is already closed, approval is rejected. The period must be reopened first, see Period Closing.