From b0e01288c53657352783558de0ba9fe3fd2ed096 2013-11-13 15:57:50 From: Bradley M. Kuhn Date: 2013-11-13 15:57:50 Subject: [PATCH] Reimbursement and travel request use case. --- diff --git a/UseCases.mdwn b/UseCases.mdwn index e0cffee7b3e8a3c01926a500afb36be1accde588..454dbac69846dcad0ef624c73ec9cd4511feceac 100644 --- a/UseCases.mdwn +++ b/UseCases.mdwn @@ -22,3 +22,4 @@ You should add your use case as a subpage of the [[UseCases]] page, to create a - [[TrackingDocumentation|UseCases/TrackingDocumentation]] - [[Handling expense reports and reimbursement requests|UseCases/ReimbursementRequests]] - [[Handling contractors and contracts|UseCases/ContractorsAndContracts]] +- [[Handling multiple currencies|UseCases/MultiCurrency]] diff --git a/UseCases/ReimbursementRequest.mdwn b/UseCases/ReimbursementRequest.mdwn new file mode 100644 index 0000000000000000000000000000000000000000..73d3bebe637b498964eed1d41b8f7ba311774700 --- /dev/null +++ b/UseCases/ReimbursementRequest.mdwn @@ -0,0 +1,42 @@ +# Handling Requests for Reimbursements + +Most non-profit organizations have to reimburse employees, contractors and +volunteers for expenses, such as travel expenses. There are two sides to the +reimbursement process that must be adequately handled by a non-profit +accounting system. + +## Reimbursement: The Organization's View + +The organization has to be able to easily: + + * Receive and store receipts. + [[Track those receipts|UseCases/TrackingDocumentation]] in the context + of the + [[double entry accounting entries|UseCases/DoubleEntryAccounting]] that + relate to those receipts. + * Track the reimbursement request as an invoice. + * Handle any [[currency conversion|UseCases/MultiCurrency]] related to + the receipts, both from the point of view of international travel, and + also considering the fact that the person reimbursed may seek + reimbursement in a different currency than the native currency of the + organization's. + * Track approvals of the expenses by multiple parties. (For example, + perhaps a volunteer project leader must approve, and then later by with + fiduciary duty to the organization itself). + * Ideally, the system would auto-detect any places where a travel and/or + reimbursement policy for the organization is violated (or mandates + additional approvals). + * Ideally, the system could "set up" accounting entries for "merger" into + the accounts, based on an expense report submitted. + +## Reimbursement: The Traveler's View + +From traveler's/reimbursement-requester's view, they'll need: + + * An easy, outward-facing web interface for submitting receipts. + * Ideally, flagging them when additional approval is needed before + submitting their expense report, so that they can seek additional + approval before submitting. + * Updates on the external web interface system about status when the + expense is moving through the internal system at the organization. + * Automatic calculation of any per-diem allowances.