Submit Mileage Reimbursement Claim
Peer mentors frequently travel to meet contacts and must be able to claim mileage reimbursement quickly from the mobile app. The form should pre-fill the current date, show the applicable organizational rate, calculate the reimbursement amount in real time as the distance is entered, and support optional route fields (from/to locations). Claims under the configured distance threshold (e.g. 50 km with no additional expenses) should be submitted for automatic approval without requiring coordinator review.
User Story
Acceptance Criteria
- Given I open the expense registration screen, when I select 'Mileage' as the expense type, then the mileage entry form is displayed with route input fields and a real-time reimbursement preview
- Given I enter a distance, when the organizational rate is loaded, then the total reimbursement amount is calculated and displayed immediately without requiring a manual submit
- Given the distance is below the auto-approval threshold and no other expenses are attached, when I submit, then the claim is automatically approved and I receive a confirmation
- Given the distance exceeds the auto-approval threshold, when I submit, then the claim is routed to a coordinator for manual review and I see a 'Pending Approval' status
- Given I leave the form mid-completion, when I return, then previously entered data is preserved via draft state
- Given the organizational rate has been configured in the admin portal, when I view the reimbursement preview, then the displayed rate matches the current org-specific rate
Business Value
Mileage reimbursement is the most common expense claim for peer mentors. Automating calculation and enabling auto-approval for small claims eliminates the administrative burden on both mentors and coordinators, directly reducing underreporting caused by friction. This increases the accuracy of activity data used for Bufdir reporting and ensures volunteers feel fairly compensated, improving retention.
Components
- Expense Registration Screen ui
- Expense Type Picker Widget ui
- Expense Calculation Preview ui
- Expense Selection BLoC service
- Mileage Entry Form ui
- Real-Time Reimbursement Display Widget ui
- Route Input Fields Widget ui
- Distance Input Field Widget ui
- Mileage Claim Service service
- Auto-Approval Threshold Evaluator service
- Mileage Reimbursement Calculation Service service
- Distance Prefill Service service
- Mileage Claim Repository data
- Organisation Rate Configuration Repository data
- Supabase Mileage Adapter infrastructure
- Local Distance Cache infrastructure
- Expense Form BLoC service
- Expense Validation Service service
- Expense Submission Service service
- Expense Threshold Configuration infrastructure