Claim to reimburse

Modules CLM, NTF, PAY, MOB · Release R2 · Spec Claims

Context

In the reference product a claim has one or more bills; the manager verifies (and can reject individual bills or set a verified amount), finance approves and then marks it Paid outside payroll; there are no documented policy limits or duplicate checks [Observed and Inferred] (see Spryple analysis §9 and §21.6). Spyrl adds the expense policy, duplicate detection and payout through payroll or a bank-file batch.

Diagram

Steps

#	Actor	Action	System response	Module	Notifications
1	employee	Creates a draft and adds lines (category, date, bill number, vendor, GSTIN, amount, image)	Draft saved on device and server; images compressed	CLM, MOB	—
2	employee	Submits	Policy version resolved for the employee; each line checked for limits, receipt, age, duplicates; blocking results must be fixed	CLM	—
3	System	Starts the claim workflow	Chain: reporting manager verifies; finance approves; department head added above an amount	NTF	Task to manager
4	line_manager	Verifies each line, edits verified amount or rejects lines with reason; or sends back	Claim Verified with verified total; rejected lines excluded	CLM	Employee sees line outcomes
5	payroll_manager	Approves the verified claim	Claim Approved; approved amount set	CLM	Employee informed
6	System	Settles advances	Ledger: claim credit, advance debit; net payable computed	CLM	—
7	System	Schedules payout	Payroll mode: REIMBURSEMENT pay input for the next open period. Batch mode: added to the open payout batch	CLM, PAY	—
8	payroll_manager	Runs payroll or confirms the batch bank file	Payroll lock sets the claim Paid when the run is paid; batch confirmation does the same	PAY, CLM	Employee informed with payment reference
9	payroll_manager	Reviews dashboard	Settlement ratio, scorecard, spend by category	CLM, RPT	—

Exception paths

Situation	Handling
Line over limit	Policy action: cap to the limit, flag for the approver, or block
Receipt missing above threshold	Submit blocked for that line
Duplicate suspected	Line flagged DUPLICATE_SUSPECT; finance sees the matching claim; clm.duplicate.suspected
Expense older than the allowed age	Line blocked
Manager sends back	Claim SentBack; employee edits and resubmits; the chain restarts at step 1
Finance rejects after verification	Claim Rejected with reason; no payout
Pay run reversed after the claim was scheduled	Claim returns to Approved and is rescheduled
Employee leaves with open claims	Open approved claims and advances are settled in F&F
Bank rejects a batch row	Row marked failed; claim stays Scheduled until bank details are fixed