Expense claims

Expense models an employee expense-reimbursement claim as an OpenRegister object in the hrmq register, with a declarative x-openregister-lifecycle on its status field (initial draft, terminal reimbursed).

The lifecycle

draft → submitted → approved → reimbursed
          ↕
       rejected

Transition	From → to
submit	draft or rejected → submitted
approve	submitted → approved
reject	submitted → rejected
reimburse	approved → reimbursed (terminal)

reimburse is only reachable from approved — attempting it from submitted is refused. Every Expense carries at least employeeId, title, amount, currency, category, expenseDate, status, submittedAt, approvedBy, approvedAt, rejectionReason, and reimbursedAt (stamped when reimburse executes).

The lifecycle is expressed declaratively in the register fragment, the same pattern as Timesheets — no hand-written Vue approval views and no bespoke reimbursement service code.

Receipt OCR prefill

An Expense with an attached receiptFile can be automatically prefilled from the receipt via docudesk's financial-extraction service — HRMQ assembles the request and applies the result; docudesk owns all OCR/extraction logic.

The rule that matters: prefill only empty fields, never overwrite a human-entered value. For each of amount, expenseDate, vendor, and vatAmount, the extracted value is written only when that field's current value is empty. A field the employee already typed in is left untouched, even when the extraction returns a different value for it — the raw extracted value is still recorded on a ReceiptExtraction attempt log for audit, but the Expense field itself does not change.

Extraction never changes Expense.status and never triggers a lifecycle transition — a low-confidence or wrong extraction can prefill a field for human review, but it can never advance the claim's lifecycle or create an approved reimbursement on its own. A draft expense stays draft after extraction; the employee must still explicitly submit it.

When docudesk is not installed, extraction degrades to skipped-no-docudesk rather than throwing, and no Expense field is touched.

occ hrmq:expense:extract-receipt
occ hrmq:expense:extract-receipt --expense <id>

With no options this processes the backlog of every Expense with a receipt and no active extraction attempt. A guarded "Extract receipt data" action on the Expense detail page does the same for one claim — reachable by the owning employee or an admin/HR caller.

Mileage (reiskosten) compliance

Expense carries travelType (business/commute) and distanceKm for travel-category claims. The 2026 onbelaste kilometervergoeding — €0,23/km — is versioned rule-corpus data, not a hardcoded constant, so a future Belastingdienst rate change is a one-number data edit.

A machine-checkable rule flags any travel claim reimbursing more per kilometer than the onbelast rate — the excess (bovenmatige vergoeding) becomes taxable wage in principle, and this surfaces as an audit-time compliance signal, never a write-time block: an over-rate claim still submits/approves/reimburses exactly as before.

occ hrmq:rules:audit

No gross-up of the excess onto any Payslip/PayrollRun is computed automatically, and no vaste (fixed monthly) reiskostenvergoeding / 214-dagenregeling modelling exists yet — both are named follow-ups.

Asset custody, not expenses

Physical company property (laptops, phones, vehicles, access passes) is tracked separately in the asset register, not as an expense claim.