🏠 Overview › 🎯 Features ›🎯 Admin Reimbursement Oversight

Admin Reimbursement Oversight

Feature Detail

medium complexity extracted Admin Panel Confidence: 100%
3
Components
58
Shared
0
User Stories
Yes
Analyzed

Description

This feature provides Coordinators and Organization Administrators with a centralized view of all reimbursement requests submitted by peer mentors, enabling them to review, approve, or reject expense claims and travel reimbursements within their organizational scope. The oversight screen displays pending, approved, and rejected reimbursements with filtering by peer mentor, expense type, amount range, and date. Administrators can view attached receipts, verify claimed distances and amounts, and apply approval decisions individually or in bulk. The feature integrates with the threshold-based automatic approval rules (under 50 km or no receipts), surfacing only the claims that require manual review.

User Flow

Admin Reimbursement Oversight user flow
Click to expand

Analysis

Business Value

Reimbursement management is a significant administrative burden for coordinators at HLF and Blindeforbundet, both of which have detailed expense rules including mileage limits, receipt requirements, and honorarium thresholds. Without a structured oversight interface, coordinators must process reimbursement requests via email or paper forms, creating delays and errors. This feature closes the loop between peer mentor expense registration (mobile app) and coordinator approval (admin panel), enabling a fully digital reimbursement workflow that reduces processing time and ensures consistent application of organizational policies. For organizations with API integrations to accounting systems (Xledger, Dynamics), this approval step is the gateway before data flows to the external system.

Implementation Notes

The reimbursement oversight screen is a Next.js page fetching data from /api/v1/admin/reimbursements with query parameters for filtering and pagination. Reimbursement records join to expenses, receipts, and users tables; receipt images are stored in object storage (e.g., Vercel Blob or S3-compatible) and served via signed URLs to prevent unauthorized access. Approval actions POST to /api/v1/admin/reimbursements/{id}/approve or /reject, with role-scoping enforced at the API layer. Bulk approval is implemented as a POST to /api/v1/admin/reimbursements/bulk-approve with an array of IDs. The automatic approval threshold logic runs at submission time on the backend, so the admin view only shows claims that passed into the manual review queue. Future integration with Xledger or Dynamics accounting APIs will be triggered post-approval via webhook or scheduled export job.

Components (61)

User Interface (2)

ui Reimbursement Filter Bar medium ui Reimbursement Oversight Screen high

Service Layer (1)

service Admin Reimbursement Service high

Shared Components

These components are reused across multiple features

Infrastructure (20)

infrastructure JWT Infrastructure medium Shared infrastructure JWT Infrastructure low Shared infrastructure Auth Middleware medium Shared infrastructure Report API Middleware low Shared infrastructure Report Access Guard low Shared infrastructure Approval Audit Logger low Shared infrastructure End-to-End Encryption Infrastructure high Shared infrastructure Email Delivery Infrastructure low Shared infrastructure Invitation Token Infrastructure medium Shared infrastructure Signed URL Provider low Shared infrastructure Multi-Tenancy Infrastructure high Shared infrastructure Calculator Export Infrastructure medium Shared infrastructure Request & Response Interceptors high Shared infrastructure Design Token System medium Shared infrastructure Semantic Labels Infrastructure medium Shared infrastructure Connectivity Infrastructure low Shared infrastructure Local Database Infrastructure high Shared infrastructure Secure Storage Infrastructure medium Shared infrastructure Connection Pool Infrastructure medium Shared infrastructure Database Migration Infrastructure medium Shared

User Stories

No user stories have been generated for this feature yet.