Expense Management

Expense claims are created at /expense-claims/ with itemised expense lines, optional embedded TravelExpense, receipt URLs and a source reference (which tournament, which event, which assignment). The lifecycle moves through five states: draft (free editing by the submitter), submitted (locked for review), approved (with reviewer_id, comment and timestamp captured), paid (with payment method and external reference) or rejected (with mandatory comment, blocking payout). Travel reimbursement uses /expenses/travel/calculate, which combines distance reimbursement (distance_km * rate_per_km) with per-diem allowance (per_diem_days * per_diem_rate) for car, public transport, train, plane or other; the rate is tenant-configurable so Sweden runs at 18.50 SEK per km and France at 0.55 EUR per km.

The approval surface — /expense-claims/{id}/submit, /approve, /reject — runs through the same RBAC layer as other admin actions. Payment runs through /expense-claims/{id}/pay with optional payment method and external reference, hooking into the Payment Processing pipeline so reimbursements settle through the configured gateway or bank transfer. Reporting comes in two cuts: /expense-reports/by-category groups every expense by category (travel, meals, accommodation and so on) with totals, and /expense-reports/by-org-node groups per OrgNode with category breakdown per node, both filterable by org_node_id, season_id and status.

Every mutation — create, submit, approve, reject, pay — appends an immutable FinancialAuditLog entry with structured details (amount, currency, payment method, reviewer, rejection comment), giving auditors a complete trail per claim.