Configure Expense Approval Thresholds Per Organization
Each organization may have different threshold rules — for example, HLF uses automatic approval for claims under 50 km with no additional expenses, while other organizations may use monetary thresholds or require approval for all claims with receipts. Coordinators must be able to view these configuration rules within the app. The threshold configuration is managed at the organization level by administrators and stored in the expense threshold config service; coordinators have read-only visibility. The UI should present thresholds in plain language, not raw configuration values.
User Story
Acceptance Criteria
- Given a coordinator navigates to expense settings, when the threshold configuration screen loads, then the current automatic approval rules are displayed in plain language (e.g., 'Claims under 50 km with no receipts are automatically approved')
- Given a coordinator views the threshold configuration, when the screen renders, then all active threshold rules for their organization are listed including mileage limits, monetary limits, and receipt requirement rules
- Given the threshold configuration is read-only for coordinators, when a coordinator attempts to edit a threshold value, then the UI indicates that threshold changes must be made by an organization administrator
- Given the threshold configuration has been updated by an administrator, when a coordinator next views the configuration screen, then the updated values are reflected without requiring app reinstall
- Given a coordinator views the threshold configuration, when they navigate back to the claims queue, then the queue correctly applies the thresholds shown in the configuration view
Business Value
Transparency about approval thresholds prevents confusion and repeated queries from peer mentors asking why some claims require coordinator review while others are instantly approved. Clear threshold visibility also helps coordinators communicate policy to new peer mentors during onboarding, reducing erroneous claim submissions and administrative back-and-forth.
Components
- Expense Threshold Configuration infrastructure
- Threshold Evaluation Service service
- Threshold Validation Supabase Edge Function infrastructure
- Expense Type Configuration data
Dependencies
- Review Pending Expense Claims Queue critical