You are an event expense substantiation review. You read one event's expense pack -- the deal's expense terms, the claimed lines and the documents filed against them -- and you decide whether the evidence actually supports what was claimed. You answer with one JSON object and no other text.
You are an expense substantiation review for one venue's event settlements. You are reading ONE
event expense pack: the deal system's structured copy of the expense terms, the EXPENSE SCHEDULE
EXTRACT itself, the expense lines somebody has claimed against the settlement, and the EVIDENCE FILE
of documents filed against them.
YOUR JOB IS NOT TO CHECK THAT EACH LINE HAS A DOCUMENT. An expense system already does that, for
nothing, and on this pack it will almost always say yes: the document's vendor matches the line's
vendor, its date sits inside the settlement window, and its amount matches the amount claimed to the
penny. What you are looking for is the line that PASSES that join and is still not substantiated --
a document that records a quotation rather than a payment, a document raised for a different
fixture, a charge already invoiced under another line, a cap a rider lowered after the deal system
took its copy, a category a side letter makes conditional on something this fixture is not.
⚠︎ THE EXPENSE CAPS, THE EXCLUSIONS AND THE QUERY FLOOR ARE ILLUSTRATIVE DEFAULTS, NOT ANY REAL
AGREEMENT'S. Apply them exactly as printed regardless of whether they look right for the event in
front of you.
THE RULES, applied in this order:
- FIRST check completeness. If the pack records that the EXPENSE SCHEDULE IS NOT ATTACHED, the
verdict is PACK_INCOMPLETE: no line is judged, the defect is UNDETERMINED, the exception line is
NONE, the governing reference is NONE and nothing is disallowed. There is no default term for a
schedule nobody can read (Rule S-8).
- THEN check whether the pack ADDS UP. If the printed "Total claimed" is not the sum of the claimed
lines, the verdict is PACK_ARITHMETIC and the defect is ARITHMETIC (Rule S-6). This is the only
verdict about the addition, and it is NOT the verdict for a pack that adds up correctly and
claims something the evidence does not support.
- THEN take each claimed line and its filed document together.
- No document filed against the line at all: EVIDENCE_MISSING, defect NO_RECEIPT, governing
reference NONE. Do NOT infer what the missing document would have said.
- A document whose AMOUNT is less than the amount claimed: EVIDENCE_MISMATCH, defect
AMOUNT_OVERSTATED.
- A document whose VENDOR is not the line's vendor: EVIDENCE_MISMATCH, defect WRONG_VENDOR.
- A document DATED OUTSIDE the settlement window printed on the pack: EVIDENCE_MISMATCH, defect
OUT_OF_WINDOW.
- A document whose own narrative names a DIFFERENT FIXTURE -- another date, another ground --
from the one this pack settles: EVIDENCE_MISMATCH, defect WRONG_EVENT. The header matching is
not a cure; a correctly dated invoice for somebody else's fixture substantiates nothing here.
- A document that is a PRO FORMA, a quotation, an estimate or a request for payment in advance,
rather than evidence of a payment made: EVIDENCE_MISMATCH, defect NOT_PAID_EVIDENCE.
- A line whose charge its own document says was ALREADY INVOICED to this settlement under
another document: EVIDENCE_MISMATCH, defect DUPLICATE_CLAIM. Name the LATER line -- the one
whose document records the overlap -- as the exception.
- THEN judge each line against the governing terms.
- A RIDER OR SIDE LETTER IN THE SCHEDULE EXTRACT SUPERSEDES THE STRUCTURED TERM FEED (Rule S-4).
The feed is a convenience copy of the deal and a copy that has not caught a rider is exactly how
a superseded cap keeps being paid. Where a line exceeds the cap AS THE RIDER STATES IT, the
verdict is CAP_EXCEEDED, the defect is CAP_BREACH, and the governing reference is THE RIDER'S
id -- not the clause it amends.
- A line over the cap the feed and the schedule agree on: CAP_EXCEEDED, defect CAP_BREACH,
governing reference the CLAUSE id. A line EXACTLY AT its cap is within it and is not a breach.
- A category the terms exclude, or a category a clause makes conditional on something this
fixture is not: NOT_REIMBURSABLE, defect EXCLUDED_CATEGORY, governing reference the clause or
side letter that excludes it.
- Otherwise the verdict is SUBSTANTIATED, the defect is NONE, the exception line is NONE and the
governing reference is NONE.
- EXACTLY ONE LINE IS AT ISSUE ON EACH PACK. Name it in "exception_line".
- THEN decide the OWNER. Start from the settlement analyst of record, but a note recording a
handover to someone else supersedes it. The person who PREPARED the pack is not the owner.
- FINALLY decide "disallow": YES only where a defect is named AND the amount at stake is at or
above the printed QUERY FLOOR. A defect below the floor is still a defect and is still named --
it is simply not worth opening a settlement query with a counterparty over (Rule S-9). ARITHMETIC
and UNDETERMINED are never a disallowance.
Answer with a single JSON object and nothing else:
{"verdict": "SUBSTANTIATED|EVIDENCE_MISSING|EVIDENCE_MISMATCH|CAP_EXCEEDED|NOT_REIMBURSABLE|PACK_ARITHMETIC|PACK_INCOMPLETE",
"defect": "NONE|NO_RECEIPT|AMOUNT_OVERSTATED|WRONG_VENDOR|OUT_OF_WINDOW|WRONG_EVENT|NOT_PAID_EVIDENCE|DUPLICATE_CLAIM|CAP_BREACH|EXCLUDED_CATEGORY|ARITHMETIC|UNDETERMINED",
"exception_line": "<the claimed line at issue, e.g. E-05, or NONE>",
"governing_ref": "<the document or clause that governs your finding -- a document id like R-05, a
clause id like S-3.3, a rider id like X-1.1, or NONE>",
"disallow": "YES|NO",
"owner": "<the settlement analyst who owns this pack>",
"rationale": "one sentence, naming the line, what the document or clause actually says, and why
that does or does not support the amount claimed"}
Precedence: PACK_INCOMPLETE if the schedule is not attached; then PACK_ARITHMETIC if the pack does
not add up; then the evidence findings above; then the cap and category findings; otherwise
SUBSTANTIATED.
Expense pack
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Synthetic Record
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Every field below is invented. This is a generated event expense pack for an AI
use-case kit; it reproduces no venue, no promoter, no rights holder, no vendor, no
receipt and no real person. The expense caps, the exclusions and the query floor are
ILLUSTRATIVE DEFAULTS, not any real agreement's.
Event
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Event reference : EV-0010
Venue : Kesteven Park, Nether Kesteven
Promoter : MERIDIAN STAGE CO
Rights holder : SEVERNSIDE BROADCASTING
Fixture date : 2026-07-10
Fixture designation : CATEGORY A
Settlement window : 2026-07-03 to 2026-07-17
Settlement analyst of record : Hana Yoshida
Expense pack prepared by : Callum Whitfield (promoter's settlement desk)
Expense Claim Summary
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All figures in GBP. The window above is the period a document must be dated within to
be filed against this fixture.
Lines claimed 7
Documents filed 7
Total claimed 20,178.23
Query floor (default) : 250.00 GBP
Expense schedule completeness : COMPLETE
Query authority : NOT DEFINED. Nothing in this kit disallows a line,
rejects a claim, posts a settlement adjustment,
releases a payment or amends a deal term.
Expense Terms (Structured Feed)
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The deal system's own copy of the expense terms, as the settlement engine reads them.
One line per recoverable category. THE FEED IS A COPY OF THE DEAL, NOT THE DEAL: a rider
or side letter recorded in the schedule extract below governs over anything on these
lines.
TERM: id=S-3.1 category=SECURITY cap=8,500.00 status=ALLOWED bearer=PROMOTER label="matchday security"
TERM: id=S-3.2 category=STEWARDING cap=6,000.00 status=ALLOWED bearer=PROMOTER label="stewarding and crowd services"
TERM: id=S-3.3 category=CATERING cap=4,000.00 status=ALLOWED bearer=PROMOTER label="back-of-house catering"
TERM: id=S-3.4 category=PRODUCTION cap=12,000.00 status=ALLOWED bearer=PROMOTER label="stage and production hire"
TERM: id=S-3.5 category=TRANSPORT cap=3,500.00 status=ALLOWED bearer=VENUE label="visiting-side transport"
TERM: id=S-3.6 category=MEDICAL cap=2,800.00 status=ALLOWED bearer=VENUE label="medical cover"
TERM: id=S-3.7 category=CLEANING cap=2,200.00 status=ALLOWED bearer=VENUE label="post-event cleaning"
TERM: id=S-3.8 category=MARKETING cap=5,000.00 status=ALLOWED bearer=PROMOTER label="local marketing spend"
TERM: id=S-3.9 category=HOSPITALITY cap=3,000.00 status=ALLOWED bearer=VENUE label="hospitality suite service"
TERM: id=S-3.10 category=PYROTECHNICS cap=NONE status=EXCLUDED bearer=PROMOTER label="pyrotechnic effects"
Expense Schedule Extract
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The governing clauses, as written. Where a rider or side letter appears below, it
replaces or qualifies the clause it names.
S-3.1 Matchday security is recoverable against the settlement up to 8,500.00 GBP per
fixture. Officers must be SIA-licensed and the invoice must state the
headcount.
S-3.2 Stewarding and crowd services are recoverable up to 6,000.00 GBP per fixture.
S-3.3 Back-of-house catering is recoverable up to 4,000.00 GBP per fixture. Catering for
hospitality guests is not recoverable under this clause.
S-3.4 Stage, lighting and production hire is recoverable up to 12,000.00 GBP per fixture.
S-3.5 Visiting-side transport is recoverable up to 3,500.00 GBP per fixture and is borne
by the venue.
S-3.6 Medical cover is recoverable up to 2,800.00 GBP per fixture. Cover must be present
from doors to final egress.
S-3.7 Post-event cleaning is recoverable up to 2,200.00 GBP per fixture.
S-3.8 Local marketing spend is recoverable up to 5,000.00 GBP per fixture against
itemised third-party invoices.
S-3.9 Hospitality suite service is recoverable up to 3,000.00 GBP per fixture.
S-3.10 Pyrotechnic effects are NOT recoverable against the settlement in any amount. The
cost is borne by the promoter absolutely.
S-4.1 A rider or side letter recorded in this schedule SUPERSEDES the deal system's
structured copy of the term it amends. The structured feed is a convenience copy
of the deal and is not the deal; where the two disagree, this schedule governs.
S-6.1 The total claimed printed on this pack must be the sum of the claimed lines. Where
it is not, the pack does not add up. That is a defect of addition and is not, by
itself, a finding against any line.
S-7.1 A claimed line is SUBSTANTIATED only where the document filed against it is
evidence of a PAYMENT ACTUALLY MADE, by this claimant, FOR THIS FIXTURE, in the
amount claimed. A document that names another fixture, that records a quotation or
a pro forma rather than a payment, or that covers a charge already claimed under
another line, does not substantiate the line it is filed against -- whatever its
vendor, its date and its face amount say.
S-8.1 Where the governing expense schedule is not attached to this pack, no line may be
judged against it. There is no default term for a schedule nobody can read, and a
line is not substantiated by the absence of the clause that would have governed it.
S-9.1 A query is raised only where the amount at stake reaches the query floor printed on
this pack. A defect below the floor is still recorded and still named; it is simply
not worth opening a settlement query with a counterparty over.
Expense Lines As Claimed
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One line per claimed expense, in the order the pack presents them.
LINE: id=E-01 category=MARKETING vendor="QUILLMARK AGENCY" date=2026-07-14 amount=3,328.02 evidence=R-01 label="local marketing spend"
LINE: id=E-02 category=STEWARDING vendor="FOOTFALL STEWARDS LTD" date=2026-07-12 amount=2,385.79 evidence=R-02 label="stewarding and crowd services"
LINE: id=E-03 category=SECURITY vendor="BASTION EVENT SECURITY" date=2026-07-08 amount=4,495.46 evidence=R-03 label="matchday security"
LINE: id=E-04 category=HOSPITALITY vendor="VELVET ROPE EVENTS" date=2026-07-13 amount=2,337.24 evidence=R-04 label="hospitality suite service"
LINE: id=E-05 category=CLEANING vendor="TIDELINE FACILITIES" date=2026-07-13 amount=1,777.15 evidence=R-05 label="post-event cleaning"
LINE: id=E-06 category=MEDICAL vendor="GREENSTONE MEDICAL" date=2026-07-13 amount=1,218.36 evidence=R-06 label="medical cover"
LINE: id=E-07 category=PRODUCTION vendor="LUMEN STAGE SYSTEMS" date=2026-07-09 amount=4,636.21 evidence=R-07 label="stage and production hire"
Total claimed 20,178.23
Evidence File
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The documents filed against this pack. One block per document. The header records what the
expense system captured; the narrative is what the document itself says.
DOC: id=R-01 vendor="QUILLMARK AGENCY" date=2026-07-14 amount=3,328.02
Narrative: Local marketing spend for the fixture of 10 July 2026 at Kesteven Park,
Nether Kesteven. Paid in full by bank transfer.
DOC: id=R-02 vendor="FOOTFALL STEWARDS LTD" date=2026-07-12 amount=2,385.79
Narrative: Stewarding and crowd services for the fixture of 10 July 2026 at Kesteven
Park, Nether Kesteven. Paid in full by bank transfer.
DOC: id=R-03 vendor="BASTION EVENT SECURITY" date=2026-07-08 amount=4,495.46
Narrative: Matchday security for the fixture of 10 July 2026 at Kesteven Park, Nether
Kesteven. Paid in full by bank transfer.
DOC: id=R-04 vendor="VELVET ROPE EVENTS" date=2026-07-13 amount=2,337.24
Narrative: Hospitality suite service for the fixture of 10 July 2026 at Kesteven Park,
Nether Kesteven. Paid in full by bank transfer.
DOC: id=R-05 vendor="TIDELINE FACILITIES" date=2026-07-13 amount=1,777.15
Narrative: PRO FORMA INVOICE. This is a request for payment in advance and is NOT a VAT
receipt. No payment has been received against it. A VAT receipt will be
issued on clearance of funds. Post-event cleaning for the fixture of 10 July
2026.
DOC: id=R-06 vendor="GREENSTONE MEDICAL" date=2026-07-13 amount=1,218.36
Narrative: Medical cover for the fixture of 10 July 2026 at Kesteven Park, Nether
Kesteven. Paid in full by bank transfer.
DOC: id=R-07 vendor="LUMEN STAGE SYSTEMS" date=2026-07-09 amount=4,636.21
Narrative: Stage and production hire for the fixture of 10 July 2026 at Kesteven Park,
Nether Kesteven. Paid in full by bank transfer.
Settlement Notes
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Settlement of this fixture has been handed over to Gregor Lindqvist, who owns it from this pack
onward.