Configure Activity Types with Expense Association Flags

When defining or editing an activity type, the coordinator can toggle whether this type typically involves expense registration and whether a receipt is required above a threshold. This metadata is used by the registration wizard to conditionally show the expense registration step: if the selected activity type has the expense flag set, the wizard includes the expense step; if not, it is skipped entirely. This directly reduces the number of steps for the 60–70% of HLF registrations that have no reimbursement.

HIGH story-activity-type-configuration-organization-admin-006 5 pts

Story Points

High

Priority

Activity Type Configuration

Feature

User Story

As a Organization Administrator

I want to mark specific activity types as typically involving expense claims (e.g., travel reimbursement) when configuring them, and to optionally require a receipt for certain types

So that the registration flow can automatically prompt for expense details only when relevant, preventing peer mentors from missing required expense submissions and coordinators from manually chasing missing receipts

Acceptance Criteria

Given I am on the activity type form screen, When I toggle 'Involves Expenses', Then an additional option appears to set whether a receipt is required
Given an activity type has 'Involves Expenses' set to false, When a peer mentor selects that type, Then the expense registration step is skipped in the wizard
Given an activity type has 'Involves Expenses' set to true, When a peer mentor selects that type, Then the expense registration step is included in the wizard
Given an activity type requires a receipt, When a peer mentor completes an expense above the configured threshold, Then they are prompted to attach a receipt image before submission
Given I save an activity type with expense configuration, When I view the type in the admin list, Then an icon or badge indicates it is expense-enabled
Given the expense flag is changed on an existing activity type, When peer mentors next use it, Then the wizard flow updates accordingly without requiring a cache clear

Business Value

HLF explicitly stated that 60–70% of registrations involve no reimbursement and must be extremely simple. By encoding expense relevance directly into activity type configuration, the system can present a minimal wizard for expense-free activities and a full wizard for expense-eligible ones—without peer mentors needing to understand the distinction. This reduces average registration time for the majority case and eliminates the common error of submitting expense claims for activity types where they are not applicable, which causes attest queue backlog for coordinators.

Components

Activity Type Form Screen ui
Activity Type Service service
Activity Type Metadata Resolver service
Activity Type Repository data
Activity Type Cache Provider data
Activity Registration Cubit service
Expense Validation Service service
Expense Threshold Configuration infrastructure

Dependencies

Create a New Activity Type with Metadata high

Activity Type Configuration

Related Feature

Organization Administrator

User Role