ADM.5:5.1 - A reimbursement instruction
Suppose policy P permits reimbursement of documented business-travel expenses up to 500 units for employees with an effective relevant assignment. P requires a named finance approver’s case decision; treasury is authorized to pay approved claims. The payment terms define the promised effect as the approved amount credited to the claimant’s designated account. These are supplied conditions for this example, not universal reimbursement rules.
The service owner and participants develop this instruction:
| Question | Instruction for the supported class |
|---|---|
| What enters? | Receive the claimant’s identity, expense, amount, business purpose, receipt and relevant assignment reference. Recover adequate information already held. |
| What is checked? | The handler establishes claimant/assignment/expense correspondence, the applicable category and amount, and whether this expense has already been reimbursed. A disputed claim uses ADM.7. |
| What ordinary correction applies? | Return a missing receipt for the correction P allows. Apply P’s response to an established excluded category, including the available challenge route. |
| Who decides? | The finance approver applies P and makes the required decision for the exact claim and amount. The handler’s completed preparation supplies input to that person. |
| Who performs? | Treasury receives the approved claim and the account information through the authorized channel, then issues the permitted payment. |
| When is provision complete? | Adequate provider evidence establishes the approved credit to the intended account. An instruction acknowledgement alone leaves the effect to be established. |
| What is returned? | The claimant receives the decision and actual provision result or precise remaining condition. Finance and treasury retain the corresponding evidence needed for their duties. |
| What requires resolution? | Conflicting assignment evidence, unclear approving authority or an unknown earlier payment effect goes to its competent resolver through ADM.6. Recover the earlier effect before a possible duplicate payment. |
Later an employee claims 200 units. The supplied assignment and receipt support eligibility, and adequate records establish no earlier reimbursement. The handler prepares the case, the finance approver approves it, and treasury performs payment. Evidence of the credit supports completion and the returned record. The existing instruction has been enacted; it has not been redesigned.