Expense reimbursement claims

Name: Expense reimbursement claims
Creator: TestPattern Community
License: https://opensource.org/licenses/MIT

Detects employee expense reimbursement claims: expense claim forms, travel claims and acquittals, mileage and per diem claims and corporate card acquittals for an identified claimant, with itemised or total amounts.

Type: regex
Engine: boost_regex
Confidence: medium
Confidence justification: Medium: the primary phrases also appear in policies, guidance, blank forms and news, so enforce tiers require a populated field with a non-placeholder value and 85 adds a record-specific populated detail plus independent corroboration. Person and record values are customer-defined, so the field regexes use labelled loose values with a placeholder guard. 85/75 are heuristic evidence tiers, not measured accuracy.
Detection quality: Topic false positive
Jurisdictions: global
Regulations: Fringe Benefits Tax Assessment Act 1986 (Cth), Privacy Act 1988 (Cth), Information Privacy Act 2009 (Qld), GDPR
Frameworks: ISO 27001, ISO 27701
Data categories: financial, employment, pii
Scope: wide
Risk rating: 4
Platform compatibility: Purview: Compatible, GCP DLP: Compatible, Macie: Compatible, Zscaler: Compatible, Palo Alto: Degraded, Netskope: Unsupported

Pattern

(?i)\b(?:expense\s+(?:reimbursement|claim)s?(?:\s+(?:forms?|reports?))?|reimbursement\s+(?:requests?|claims?)|travel\s+(?:expense\s+)?(?:claims?|acquittals?)|mileage\s+claims?|per\s+diem\s+claims?|expense\s+reports?|travel\s+allowance\s+claims?|corporate\s+card\s+(?:acquittals?|reconciliations?))\b

Corroborative evidence keywords

receipt, receipts, tax invoice, cost centre, approved, approver, GST, business purpose

Proximity: 300 characters

Should match

Expense claim form Claimant: Avery Teston Employee ID: 4471820 Cost centre: 4120 Accommodation: $412.00 Taxi: $58.40 Total claimed: $470.40 Receipts attached; approved by Jordan Staffson. — 85: expense claim with claimant, itemised amounts, receipts and approval
Travel acquittal - Brisbane to Cairns Traveller: Morgan Teston Flights: $389.00 Meals: $96.50 Business purpose: regional site inspection. GST included. — 85: travel acquittal with traveller, flights and meals, business purpose
Reimbursement request from staff member: Casey Teston for the conference; details to follow. — 75: reimbursement request naming the staff member, no amounts
expense claim — 65: bare phrase only - discovery tier

Should not match

This policy sets out how staff submit an expense claim. Claims must include tax invoices and be approved by a delegate. — Expense policy - must stay at or below 65
Expense claim form Claimant: __________ Accommodation: $______ Total claimed: $______ — Blank claim form - must stay at or below 65
Automate every expense report with our mobile app. Start a free trial today. — Software marketing - must stay at or below 65
unrelated generic text without domain phrases — No relevant topic phrases present

Known false positives

Policies, procedures, regulator guidance, fact sheets and training material that name the record type. Mitigation: Enforce tiers require populated fields; guidance has labels without values, and policy/guidance/training/media-release framing is excluded by the NOT-group.
Blank forms, templates and system configuration screens. Mitigation: Blank lines, bracket placeholders, XXX and n/a/tbc values are rejected by the placeholder guard; template/fixture words are excluded by template-exclusion.
News, statistics and vendor marketing. Mitigation: No populated person or record fields, so these stay at 65 discovery.
Supplier invoices and purchase orders that mention reimbursement. Mitigation: A named claimant field is required for 75; 85 needs itemised amounts plus corroboration.