reimbursement

name	reimbursement
description	Organize reimbursement folders, receipts, supporting PDFs, Excel summaries, and Markdown summaries for research, travel, grants, events, purchasing, and other reimbursable projects. Use when preparing or auditing reimbursement materials, especially projects with 0_Aux, food, and transportation_accomodation folders, and when the user asks to run org receipts, sum excel, or sum md.

Reimbursement Organizer

Scope

Use this skill to organize reimbursement evidence for research, travel, grants, events, purchasing, visitor programs, collaboration projects, or other reimbursement packages. Follow any local AGENTS.md, funder, institution, or project-specific instructions first.

Keep the skill itself public and reusable. Do not add personal names, emails, addresses, bank details, private local paths, or specific private travel details to this skill repository.

Default Layout

Use these default folders unless local instructions define a different structure:

0_Aux/
food/
transportation_accomodation/

• 0_Aux/: official rules, terms and conditions, approval letters, reimbursement templates, unit-cost decisions, and other reference files. Do not put ordinary receipts here.
• food/: supermarket, grocery, canteen, restaurant, and other meal or beverage receipts. Do not assume these are reimbursable; check the rules or flag them for confirmation.
• transportation_accomodation/: travel, local transport, accommodation invoices, contracts, booking confirmations, and payment proofs.

Other folders may be user-created project structure. Do not move, rename, or reorganize user-created folders outside the default categories or their obvious variants unless the user explicitly asks you to modify those folders. Treat obvious variants such as transport/, transportation/, travel/, accommodation/, accomodation/, hotel/, meals/, or food_receipts/ as category folders when the mapping is clear. Additional category folders such as registration/, supplies/, equipment/, services/, or other/ are allowed when the reimbursement project needs them, but do not repurpose an existing user-named folder for these categories unless the folder is clearly named for that category or the user explicitly says so.

output/ is not required initially. Create it only for generated summaries or filled forms.

At the project root, keep a readme.md for project-specific instructions. If it is missing during org receipts, create it with Use $reimbursement and a # Customized Requirement section for the user to fill later.

If filling a reimbursement form, copy the template from 0_Aux/ before editing. Never modify the original template in 0_Aux/.

Workflow

1. Read local instructions: root AGENTS.md, project readme.md or README.md, funding-specific AGENTS_*.md, and any user-provided reimbursement guidance.
2. Inspect the folder tree with rg --files or find; create missing default folders and readme.md when running org receipts.
3. Read the official rules and forms in 0_Aux/ enough to identify eligible categories, deadlines, required proof, limits, and exclusions.
4. Build an inventory of receipts: file, category, date or period, amount and currency, vendor, route or stay period, proof of payment, and possible excluded line items.
5. Create reimbursement-ready copies or merged PDFs when useful, while preserving originals unless the user asks for in-place renaming.
6. For reimbursement forms, Excel summaries, or Markdown summaries, enter each actual expense once. Use comments to point to the supporting PDF and capture date or period, amount, currency, purpose, included source documents, and any eligibility caveats.
7. Keep uncertain or excluded costs out of reimbursable totals unless the rules clearly allow them. When creating a summary, put unresolved eligibility items in a separate open-questions sheet, table, or section.

Naming Rules

Name receipt files as:

[class]-[date]-[note].[ext]

• class: use food, transportation, or accommodation.
• For other reimbursement categories, use a clear lowercase class such as registration, supplies, equipment, services, or other.
• date: use YYYY-MM-DD for a one-day receipt, ticket, invoice, or trip.
• date: use YYYY-MM-DD_to_YYYY-MM-DD when the receipt covers multiple days, a stay period, a ticket validity period, or a bundle of receipts across a range.
• Prefer the service, travel, stay, or receipt date over booking or payment date. If only the invoice or payment date is available, use that date and mention the uncertainty in the summary Comments column.
• note: optional, lowercase English words joined with hyphens. Keep it short and descriptive.

Examples:

food-2026-01-15-canteen-receipt.pdf
food-2026-01-01_to_2026-01-31-grocery-receipts.pdf
transportation-2026-01-10-train-ticket-seat-reservation.pdf
transportation-2026-02-01_to_2026-02-28-local-public-transport.pdf
accommodation-2026-01-10_to_2026-01-24-hotel-invoice.pdf

Eligibility Checks

• Do not promise that a cost is reimbursable. The official rules and reimbursement office, funder, or project administrator decisions override the folder category.
• For travel or long-term stays, reimbursement offices may cover only the journey to and from the start and end of the stay. Local monthly passes and daily local transport during the stay may need confirmation.
• Meal, grocery, restaurant, canteen, laundry, and other daily-living expenses may be excluded for long-term stays. If rules or office feedback exclude them, keep the evidence but remove them from reimbursable totals.
• If an invoice contains both eligible and ineligible line items, include the invoice as support but subtract excluded items in the reimbursement calculation.
• Do not claim the same expense under multiple funding streams.

Commands

org receipts

Initialize missing structure and organize receipt files in the reimbursement project.

1. Ensure 0_Aux/, food/, and transportation_accomodation/ exist. Create missing folders.

2. Ensure root readme.md exists. If missing, create it with:

   Use $reimbursement
   
   # Customized Requirement
   
   

   If readme.md already exists, preserve the user's content. Only add Use $reimbursement or the # Customized Requirement section when they are missing.

3. Use the project requirements from readme.md, AGENTS.md, official rules, and user instructions to map files into categories. If no custom requirement exists, use the default folders, their obvious variants, and allowed additional category folders.

4. Inspect the project root, default category folders, and obvious category variants. Move clearly identifiable reimbursement evidence from those locations into the appropriate category folder and create a suitable category folder when the project requirement or root-level file content calls for it.

5. Leave 0_Aux/ for rules, approvals, templates, and official reference files only. Move clearly identifiable rules, approvals, templates, and reference files there; do not put ordinary receipts in 0_Aux/.

6. Do not move, rename, or reorganize unrelated user-created folders. If an arbitrary user-created folder contains possible reimbursement evidence, leave it in place and report it as a candidate for user confirmation.

7. For every receipt or supporting reimbursement file under category folders, rename it according to [class]-[date]-[note].[ext].

8. Avoid overwriting files. If a normalized target filename already exists, add a short disambiguating suffix such as -2, -invoice, or -payment-proof.

9. Preserve ambiguous files. If a file cannot be categorized confidently, leave it in place and report what needs user confirmation.

sum excel

Create an Excel reimbursement summary in output/, following the structure of a general reimbursement package.

1. Create output/ if missing.
2. Write a workbook such as output/reimbursement-summary.xlsx. If the workbook already exists, overwrite it.
3. Include a main expense sheet with columns:
   • No.
   • Date
   • Category
   • Name
   • Amount in currency
   • Currency
   • Comments
   • Supporting file
4. Use Comments to clearly state the expense category, time/date or covered period, and location. Add concrete context when useful, such as the purpose, route, stay period, validity period, payment proof, or why multiple source files support one expense.
5. Use one row per actual expense. Do not double-count ticket, invoice, confirmation, and payment proof files that support the same cost.
6. Sort the main expense sheet before assigning No.: first by Category, then by Date ascending. Use the category order transportation, accommodation, food or meals, and other, while preserving the project's preferred category labels.
7. Add a compact summary sheet with totals by category and, when relevant, a separate list of open questions or items that may need eligibility confirmation.
8. Format workbook text with 14 pt font size.
9. Do not modify templates in 0_Aux/ while creating the summary.

sum md

Create a Markdown reimbursement summary in output/, following the same content and sorting requirements as sum excel.

1. Create output/ if missing.
2. Write output/reimbursement-summary.md. If the file already exists, overwrite it.
3. Include a main Markdown table with the same columns as the sum excel main expense sheet:
   • No.
   • Date
   • Category
   • Name
   • Amount in currency
   • Currency
   • Comments
   • Supporting file
4. Use one row per actual expense. Do not double-count ticket, invoice, confirmation, and payment proof files that support the same cost.
5. Sort the main table before assigning No.: first by Category, then by Date ascending. Use the category order transportation, accommodation, food or meals, and other, while preserving the project's preferred category labels.
6. Use Comments with the same expectations as sum excel: state the expense category, time/date or covered period, location, and useful context such as purpose, route, stay period, validity period, payment proof, or why multiple source files support one expense.
7. Add a compact totals-by-category Markdown table after the main table.
8. When relevant, add an Open Questions section or table for unresolved eligibility items.
9. Do not modify templates in 0_Aux/ while creating the summary.