Travel Expense Registration

Manual expense reporting is a significant administrative burden for both peer mentors and coordinators. HLF reported that a single peer mentor logged 380 individual registrations in one year, many of which involved travel. Digitizing this flow reduces coordinator workload for attestation and eliminates transcription errors that cause reimbursement delays. For organizations receiving Bufdir funding, accurate and auditable expense data is a compliance requirement. Automating sub-threshold approvals (e.g. under 50 km or without receipts) reduces bottlenecks and speeds up reimbursement cycles, directly improving volunteer retention by ensuring timely payment.

The expense form is built as a multi-step Flutter flow with Riverpod state management. Expense type selection uses a fixed enum-backed widget rather than free text to prevent invalid combinations (e.g. selecting both mileage and a bus ticket for the same trip). The backend REST endpoint validates claim structure before persisting to the expense_claims and expense_items tables in PostgreSQL. Threshold-based auto-approval logic runs server-side against configurable organization rules stored in module_configurations. Offline submission is supported via the Drift mutation outbox, with sync retrying on reconnect. Integration hooks for Xledger and Dynamics are stubbed at this phase and activated when the accounting-system-integration feature is enabled.