Instructions

Overview

This skill automates the notification process for expense claim compliance issues. It handles two main violation types:

1. •Documentation Issues: Missing receipts or amount mismatches between claims and invoices.
2. •Policy Over-Cap Issues: Expenses exceeding company policy limits for specific destinations and employee levels.

Prerequisites

Before running this skill, ensure you have:

1. •Expense Claim Data: Extracted and analyzed expense claims with identified issues
2. •Employee Contact Information: Database or file containing employee emails and manager relationships
3. •Policy Caps: Company travel expense policy caps by destination city and employee level
4. •Database Access: Connection to the reimbursement database (Snowflake in the example)

Workflow

1. Analyze Claims and Identify Issues

First, analyze all expense claims to identify:

• •Documentation Issues: Check if every claimed item has a corresponding invoice and if amounts match
• •Policy Over-Cap Issues: Compare expenses against policy caps for the destination and employee level

Use the analysis script (scripts/analyze_claims.py) to automate this process.

2. Categorize Claims

Categorize claims into three groups:

• •Document Issues: Claims with missing receipts or amount mismatches
• •Over-Cap Issues: Claims with complete documentation but exceeding policy caps
• •Valid Claims: Claims meeting all requirements

3. Send Notifications

For each category, send appropriate email notifications:

A. Document Issues (Review Required)

• •Subject: Expense Claim Review Required: {claim_id}
• •To: Employee email
• •CC: Manager email
• •Template: Use references/email_templates.md#document-issue-template
• •Content: List specific missing documents or amount discrepancies

B. Over-Cap Issues (Policy Violation)

• •Subject: Expense Over-Cap Notice: {claim_id}
• •To: Employee email
• •CC: Manager email
• •Template: Use references/email_templates.md#over-cap-template
• •Content: List specific policy violations with amounts and caps

4. Database Operations

For over-cap claims that have complete documentation:

• •Insert into the reimbursement database
• •Set FLAG = 1 to indicate abnormal/over-cap claims
• •Do NOT insert claims with document issues

5. Verification

After processing:

• •Verify emails were sent successfully
• •Confirm database inserts are correct
• •Provide a summary report of actions taken

Key Decisions

• •Document Issues Take Precedence: If a claim has both document issues and over-cap issues, treat it as a document issue and do NOT insert into database
• •Manager CC: Always include the manager's email in CC for accountability
• •Detailed Descriptions: Include specific amounts, dates, and policy caps in notifications
• •Batch Processing: Process claims in logical batches to avoid overwhelming email systems

Error Handling

• •Log all email sending failures for retry
• •Validate database connections before inserts
• •Handle missing employee contact information gracefully
• •Verify policy caps exist for all destinations mentioned in claims