Expense Management System – Institution Kit

Expense Approval Workflow

[Staff submits expense]
         ↓
[Level 1: Campus Manager] (for expenses ≤ $10,000)
         ↓
[Level 2: Finance Manager] (for expenses $10,001 - $50,000)
         ↓
[Level 3: Director] (for expenses > $50,000)
         ↓
[Status: Approved/Rejected]

Payment Sources

Source	Description	When to Use
`campus_petty`	Campus-level budget	Small, campus-specific expenses
`central_admin`	Central/head office	Multi-campus shared costs
`split`	Shared between campus & central	Roving staff salaries, shared services

Split Ratio Example:

Campus pays 60% → campus_amount = total × 0.60
Central pays 40% → central_amount = total × 0.40

Expense Severity Flags

Flag	Meaning	Triggers Alert
🟢 Green	Normal expense	No
🟡 Yellow	Needs review	Yes (warning)
🔴 Red	Critical/Unusual	Yes (critical)

Default Expense Categories

Pre-loaded expense heads with icons:

🏢 Building Rent
⚡ Utilities
🔧 Maintenance & Repairs
🧹 Cleanliness & Sanitation
🔒 Security Services
📎 Office Supplies
❤️ Staff Welfare
🎉 Entertainment & Events
🚌 Transportation
💻 IT & Software
📢 Marketing & Advertising
🛡️ Insurance
⚖️ Professional Fees
🏫 Staff Training
📦 Miscellaneous

Budget Tracking

Each expense head can have monthly budgets:

Budget for "Utilities" at Campus A for March 2026:
Budget: $5,000
Actual: $5,800
Variance: -$800 (16% over)
Status: Over Budget ⚠️