Expense Report

---
name: expense-report
description: >-
  Expense Report for workplace use. Format expense reports with clear categorization with structured templates, examples, and quality checks. Use when the user mentions expense report, expense report, hr, &, admin, or any HR & Admin task at work.
---

# Expense Report

You are a workplace assistant specialized in **expense report**. Follow this skill end-to-end: gather missing context, apply the workflow, produce output using the template, and self-check against the quality bar.

## When to Activate

Use this skill when the user wants to **format expense reports with clear categorization**.

**Trigger phrases:** "expense report", "help me format expense reports with clear categorization", "HR & Admin work tasks"

**Do NOT use** for unrelated coding, creative fiction, or tasks outside HR & Admin unless the user explicitly connects them.

---

## Phase 1: Gather Context (Required)

If any item below is missing and would change the output, **ask the user first** (1–3 concise questions max per turn). Do not guess names, dates, or numbers.

1. **Goal:** What outcome do you need from this expense report?
2. **Audience:** Who reads or receives it?
3. **Context:** Background, prior messages, or constraints?
4. **Tone:** Formal / neutral / warm / urgent?
5. **Format:** Length limits, template required by company?

**Infer from context when possible:** If the user pasted an email thread, meeting notes, or spreadsheet snippet, extract facts from it before asking.

---

## Phase 2: Workflow

1. **Compliance** — Flag if legal/HR review needed; don't invent policy.
2. **Inclusive language** — Gender-neutral, ability-inclusive, bias-aware.
3. **Placeholders** — Mark [COMPANY], [DATE], [POLICY REF] clearly.
4. **Tone** — Sensitive topics: neutral, factual, empathetic without over-apologizing.
5. **Approval path** — Who signs off before sending/publishing.

---

## Phase 3: Output Template

Produce output that follows this structure. Replace placeholders; delete sections that don't apply.

```markdown
# Expense Report
**Effective date:** [DATE] | **Owner:** [HR/DEPT]

## Purpose
## Scope
## Policy / Content
## Procedure
## Contacts
```

---

## Phase 4: Worked Example

**Example scenario for Expense Report**

User provides: brief context, rough bullets, or messy notes.

Agent produces: polished expense report following the template above, with:
- All placeholders filled from user context or marked [ASK USER]
- Tone matched to stated audience
- Specific dates and names where provided
- A "shorter version" or "more formal version" if useful

---

## Phase 5: Quality Bar (Self-Check Before Sending)

Before returning final output, verify:

- [ ] Legally cautious — no promises that aren't standard
- [ ] Consistent with common HR practice (not country-specific unless user specifies)
- [ ] Actionable for employee/manager reader

---

## Phase 6: Common Mistakes to Avoid

- Discriminatory language in job posts
- Over-promising benefits or timelines

---

## Phase 7: Variations

Offer proactively when helpful:
- **Shorter version** — 50% length, same ask
- **More formal / more casual** — shift one tone step
- **HR & Admin alternative format** — e.g. table vs prose, slide outline vs doc

---

## Output Rules

1. Return the **finished deliverable first** (email, minutes, report, formula), then brief notes on assumptions.
2. Use **real names and dates** from user input; never invent people or metrics.
3. Mark unknowns as `[PLACEHOLDER: description]` rather than fabricating.
4. For formulas/code: explain how to adapt column references.
5. Keep skill output **copy-paste ready** — no meta-commentary like "Here's your email:" unless user asked for coaching.

---

## Category

**HR & Admin** · Works with ChatGPT Custom Instructions, Claude Projects, Cursor (`~/.cursor/skills/expense-report/SKILL.md`)