Policy → Action Pattern (Expenses)

This three-line pattern turns finance policy into action without leaking specifics. Apply the expense pattern or Browse the runbooks index.

This pattern turns a policy reminder into action with three lines:

1. SLA (the time rule)
2. Example (how to apply it)
3. Consequence (what happens if missed)

Public-safe example

• SLA: Submit expense claims within 14 days of the event or receipt.
• Example: Travel - submit within 14 days after you return. Other expenses - submit within 14 days of the receipt date.
• Consequence: Late submissions may be refused.

Common loophole question

"Can I wait to maximize an allowance (e.g., pro-rated year-end)?"

Short answer: Don't miss the SLA. Eligibility is determined by Finance rules (often the transaction date). Confirm which date controls eligibility, but submit on time.

Why it works

• Keeps the public doc focused on safe, reusable language
• Gives readers an immediate action instead of the full internal policy
• Moves internal details (systems, edge cases, reimbursement rules) to private channels

Publish checklist

• ✔️ No internal system names or screenshots
• ✔️ SLA expressed as a range or day count (no calendar dates)
• ✔️ Generic consequence that reflects policy intent without quoting it
• ✔️ Link from onboarding/FAQ so people can find the pattern quickly

Related references

• Start overview — Direct readers here when they need the why before the pattern.
• Transition operating promises — Use this when expenses are part of a handover contract.
• State ledger — Log when you update this pattern so the change shows up in the release notes.