Travel Expense Registration

HLF and Blindeforbundet both reported significant administrative overhead from paper-based expense management: manual km logs, physical receipt submission, and Excel aggregation create delays and errors in the reimbursement cycle. Digitizing registration with enforced type selection eliminates a category of submission errors before they reach the approval queue, directly reducing coordinator workload and accelerating payment to peer mentors who are often volunteers covering real costs. Bufdir-funded organizations must maintain accurate expense records to demonstrate grant compliance. A structured digital trail replaces manual aggregation, reduces audit risk, and enables automated Bufdir export from the admin portal without additional data entry. The threshold-based auto-approval further cuts coordinator time spent on routine small claims while maintaining oversight for larger reimbursements.

Built as a Flutter screen with Riverpod state management and Drift offline persistence, using ExpenseRegistrationScreen and ExpenseService. Expense type selection enforces mutually exclusive category rules at the UI layer via ExpenseTypeSelectorWidget with reactive disabling. Auto-approval threshold logic runs server-side against per-organization configuration stored in organization_settings; the mobile client submits the claim and receives an approval status in the response. The expense record links to its parent activity via the activities to expenses one-to-many relationship. In offline mode the record is queued in the mutation outbox and synced on reconnect. Distance-based reimbursement accepts manual km entry or device GPS input, with rate lookup performed server-side against the organization's expense_types configuration. Accounting integration for Xledger and Dynamics is scoped to the admin-accounting module to keep the mobile layer decoupled from accounting-system specifics.