Expense Workflows · Open Digital Product Factory

Use This Doc For

/finance/my-expenses and /finance/my-expenses/new
/finance/expense-claims and /finance/expense-claims/[id]
the secure expense-approval page reached from an approval request

Purpose

Expense claims preserve the employee’s business expense, its supporting receipts, the reviewer decision, and the reimbursement status. The claim is not a supplier bill, and marking it reimbursed does not create a bank transfer or a separate payable record.

Before You Start

Use the employee self-service route for your own claim and the finance queue for organization-wide review.
Give the claim a clear business title, currency, and line-item detail.
Attach or reference receipts and record the business purpose before submission.
Confirm that an active finance reviewer exists. Submission still succeeds without an emailed reviewer, but the claim then depends on the in-platform queue for follow-up.

Submit, Review, And Reimburse

Create the claim. It begins in draft.
Add every expense item and check the total and evidence.
Submit the claim. The owning employee or a finance manager can submit it. DPF records submitted, a timestamp, and a secure approval token.
A finance reviewer approves or rejects from the approval request. Approval records approved and its timestamp; rejection records rejected and the supplied reason.
After the employee has actually been reimbursed through the organization’s payment channel, a finance manager marks the claim paid and DPF records the paid timestamp.

The reimbursement action is a record of an external financial event. It does not create a completed Payment, allocate a supplier bill, or initiate money movement. Preserve the bank or payroll proof separately and reconcile it according to the organization’s process.

Authority And Consequences

Only the employee who owns the claim or a finance manager can submit it. Approval links are token-authorized so the recipient must protect the link and avoid forwarding it. A reviewer should inspect line items and receipts before responding because the decision immediately changes claim status.

An approved claim remains outstanding until finance records reimbursement. Reporting treats paid claims as expenses for the paid period and treats submitted or approved claims as pending work. Marking a claim paid prematurely therefore changes finance summaries even though no bank movement occurred.

Recovery And Evidence

For a rejected claim, use the recorded reason to correct the underlying information through the supported workflow; do not mark it approved merely to clear the queue. The current action surface does not expose a general reversal for approval, rejection, or reimbursement, so confirm the decision and external payment first. If a mistaken status has material reporting impact, preserve the original evidence and escalate for a controlled correction rather than creating a compensating duplicate claim.