Document Submissions
Some submissions carry documents - a receipt you upload, a form FiscFlow fills in for you from a template, or a map of a trip. This is how districts handle things like reimbursements, field-trip approvals, and permission slips, each routed for approval like any other submission.
A document submission can hold one or several documents. It follows an approval path and gets finalized exactly like a timesheet or Personnel Requisition - the documents are just what's being reviewed. Unlike timesheets, these are often available year-round rather than tied to a pay period.
When documents apply
Whether a submission uses documents is set by its category, the same way hours are:
| Category setting | Behavior |
|---|---|
| None | The Documents section is hidden entirely. |
| Allowed | Documents may be added, but aren't required. |
| Required | At least one document must be present to submit. |
When documents are required, submitting without one is blocked with "A document needs to be included in this submission." Each submission also totals its documents' Value (which can't be negative).
Adding a document to a submission
On a submission that allows documents, add one or more document entries. Each entry holds a single file and a few details; there are four ways to supply the file.
Upload a file
Drag a file onto the drop zone, or click it to browse. Any file type is accepted - a scanned form, a receipt, a spreadsheet, a PDF. FiscFlow previews the common ones (PDF, Word, Excel, images) right in the page and offers a download button for anything it can't preview. Then set the entry's Document Type and, where relevant, a Value (see below).
On a phone, the file dialog offers your camera - so you can photograph a receipt and attach it on the spot, no scanner needed.
Drop several files at once
Adding a batch - a stack of receipts, say? Drag multiple files straight onto the documents list and FiscFlow creates one document entry per file. Set each one's type and value afterward.
Generate from a template
Instead of uploading, pick a document template - the choices are the ones your district linked to this submission's type. FiscFlow fills the template from the submission's data and attaches the result; choosing a template disables manual upload for that entry. Setting templates up is an administrator task - see Document templates & library.
Add a map route (mileage)
For travel or mileage, the Add Map Route action opens an interactive Google Map: type an origin and destination, press Find Route, and FiscFlow plots the driving route, works out the distance in miles, and saves a map image with the mileage printed on it as the document's file. (Available while the document is still editable.)
The Documents section only appears once the submission's fiscal year and employee are set (FiscFlow needs them to file the document), and everything locks once the submission is submitted. Files are stored securely in your district's cloud storage, not in the page.
Document Type is a simple label - your district maintains the list under Setup. It classifies a document (receipt, form, permission slip…) for people reading the submission; it doesn't change how the document is handled.
If the document's type is Site Specific, the submission also carries a Site - set it to record where the submission belongs. The choices come from the employee assignment's sites: a single site fills in for you, and with several you pick (the field is editable only when there's a real choice). A document submission has no hours for FiscFlow to infer the site from, so on a Site-Specific type you set it by hand; on other types there's no Site to set.
Giving a document a value
Many document submissions represent money - a reimbursement, a purchase to approve - so each document can carry a Value. FiscFlow totals those values on the submission so approvers see the amount at a glance.
- For a reimbursement, set each document's value to the amount being claimed.
- For something with no cost - a field-trip approval or a permission slip - leave it at $0.
- A value can't be negative.
Two common walkthroughs
Submitting a reimbursement
- Start a reimbursement submission
Create a new submission of your district's reimbursement type.
- Attach each receipt
Add a document per receipt - drag and drop, browse, or (on a phone) snap a photo. Set each document's Value to the amount being claimed.
- Generate the claim form, if your district uses one
Pick the reimbursement template and FiscFlow fills your details into it.
- Check the total and submit
The submission totals the document values, so approvers see the amount at a glance. Review it, then Submit for Approval - it routes like any submission.
Requesting a field-trip approval
- Start a field-trip submission
Create a new submission of the field-trip type.
- Attach the form
Upload the field-trip form or permission slip, or generate it from a template.
- Add the route, if relevant
Use Add Map Route to plot and attach the trip route.
- Leave the value at $0 and submit
There's no reimbursement, so each document's Value stays $0. Submit for Approval when it's ready.
Document templates
If your district has set up document templates, you'll see them in the template picker on a document entry - pick one and FiscFlow generates a filled-in form from the submission's data. Building templates and mapping their fields is an administrator task, covered on its own page: Document templates & library.
Where documents live
A submission tracks its documents, their total value, and a document count. Once submitted, the whole set is read-only (like the rest of the submission), preserving exactly what was routed and approved. Who can see a submission's documents follows the same visibility rules as the submission itself.