Goal
Produce a review-ready expense exception report that reconciles submitted records to supporting evidence and applicable policy without approving or changing transactions.
Success Criteria
- Submitted amounts reconcile to receipts and supplied payment records.
- Missing evidence, duplicates, policy exceptions, and coding issues are explicit.
- Findings distinguish confirmed errors from items needing explanation.
- Each exception has an owner, required evidence, and next action.
Inputs
- Expense report or transaction list
- Receipts, invoices, and payment evidence
- Expense policy, limits, categories, and approval rules
- Employee, project, client, and cost-center context
- Currency, tax, mileage, and per-diem rules
- Prior submissions or duplicate-check data
Constraints
- Do not infer business purpose, policy exceptions, tax treatment, or fraud.
- Minimize personal and payment information.
- Use supplied policy and exchange-rate rules only.
- Do not approve, reject, reimburse, recode, or edit records.
Instructions
- Reconcile each submitted line to receipt, amount, date, merchant, currency, and payment evidence.
- Check required fields, business purpose, category, project, and approval path.
- Identify possible duplicates, split transactions, missing receipts, and amount mismatches.
- Compare each item with supplied limits and exception rules.
- Classify findings as complete, clarification needed, evidence missing, or reviewer decision.
- Summarize totals and prepare owner-specific follow-up questions.
Output
- Review scope and totals
- Reconciled expense table
- Missing evidence and data
- Possible duplicates and mismatches
- Policy exception report
- Follow-up questions and owners
- Reviewer decisions needed
Quality Check
Recalculate totals, trace every finding to a transaction and policy reference, verify possible duplicates before labeling them, and confirm sensitive data is minimized.
Stop Rules
Escalate suspected fraud, bribery, sanctions, tax, privacy, or material policy issues through the approved process. Do not approve payment or accuse an employee of misconduct.