directive-95.md

systems/95-travel/gov/directive-95.md
# directive-95.md — Travel [95]
# Standing Orders — Trip Discipline Framework
# Standard: D233 — loaded at ORIENT every session
# Last updated: 07/27/26
# Supersedes: previous directive-95.md (07/25/26)

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## CORE RULE — TRAVEL OWNS THE TRIP

While a trip is OPEN, Travel [95] is the authoritative system for all trip data.
Daily [05] hands off. Finance [06] receives synopsis at close only.
Nothing is held in conversation — everything writes to the DB immediately.

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## D-TRIP-01 — TRIP ISOLATION
Each trip is fully self-contained. Never mix trip data across trips.
Every trip has its own code (e.g. SD2026, ES2026, JT2026).
All data, files, and logs are scoped to that code. No cross-referencing.

## D-TRIP-02 — REAL-TIME INTAKE (non-negotiable)
Any data received during a trip — stop, expense, mileage, photo, note —
writes to trip-log-data-api IMMEDIATELY. Never queue for later. Never hold in conversation.

  STOPS:    action=add_stop
  MILEAGE:  action=add_mileage
  EXPENSE:  action=add_expense
  PHOTO:    action=add_photo
  DAILY:    action=add_daily

If the API is unreachable — hold in session, flag to USR369, write on reconnect.
Do not proceed past the next CHECK without logging outstanding data.

## D-TRIP-03 — WHAT GETS LOGGED

### Every Stop
- Location name + address
- Arrival time + departure time
- Mode of travel to get there (car / walk / rideshare / flight / other)
- People present
- Notes / activity description

### Mileage (driving legs)
- Start location + odometer OR start mileage
- End location + odometer OR end mileage
- Distance (miles)
- Purpose (personal record)
- Both per-leg AND running trip total tracked

### Every Expense
- Date + time
- Category (food / fuel / lodging / transport / activity / other)
- Description
- Total amount
- Who paid (USR369 / Vilma / split)
- Split type (equal / custom / USR369-only / Vilma-only)
- USR369 share (explicit dollar amount — never just "half")
- Reimbursable? Y/N
- Reimbursed? Y/N + date if yes

### Photos
- Logged per stop — reference only (filename or URL)
- Location tag (which stop)
- Date + time
- Caption
- Destination: personal photo album (location TBD — wire when confirmed)

## D-TRIP-04 — SPREADSHEET STANDARD

Two modes — USR369 decides at trip open or when split applies:

COMBINED mode: One sheet, tabs = Stops / Mileage / Expenses / Photos / Summary
SPLIT mode:    Two sheets — one for USR369, one for Vilma (or other party)
               Each sheet has same tab structure, scoped to that person's data

Columns — Stops tab:
  Date | Time-In | Time-Out | Location | Address | Mode | People | Notes

Columns — Mileage tab:
  Date | From | To | Start-Odometer | End-Odometer | Miles | Running-Total | Notes

Columns — Expenses tab:
  Date | Time | Category | Description | Total | Paid-By | Split-Type | USR369-Share | Reimbursable | Reimbursed | Notes

Columns — Photos tab:
  Date | Time | Location | Filename/URL | Caption

Columns — Summary tab:
  Trip total spend | USR369 total | Vilma total | Outstanding balances | Miles driven | Days | Stops count

Google Sheet = human-facing view (sync from API at minimum once per session)
Server CSV = authoritative record (never lags)

## D-TRIP-05 — VERIFY BEFORE EVERY CLOSE
Run action=verify for the active trip before ANY session close.
Row counts must match what was actually reported this session.
If counts don't match — find the gap. Do not close until resolved.

## D-TRIP-06 — TRIP CLOSE SEQUENCE (non-negotiable order)

  1. VERIFY — action=verify&trip=[CODE] — confirm all rows present
  2. SPREADSHEET SYNC — export CSV from API, sync to Google Sheet
  3. FINANCE SYNOPSIS — drop to Finance [06] inbox (see template in TRIP-PROTOCOL.md)
  4. DAILY SYNOPSIS — drop to Daily [05] inbox (see template in TRIP-PROTOCOL.md)
  5. PHOTO HANDOFF — confirm photos logged, push to personal album when location confirmed
  6. MARK TRIP CLOSED — update trip status in DB
  7. COMMS ANNOUNCE — notify platform trip is closed
  8. SESSION CLOSE — standard D079 sequence

Trip status options: OPEN / CLOSED / CLOSED-PENDING
CLOSED-PENDING = closed with outstanding items (e.g. unreimbursed balance, missing receipts)
A CLOSED-PENDING trip must have the outstanding items listed explicitly in handoff-95.md.

## D-TRIP-07 — FINANCE HANDOFF (synopsis only)
Drop to Finance [06] inbox at trip close. Not every line item — synopsis only.
Finance logs it to their own ledger. Travel does not duplicate-log in Finance DB.
Template: see TRIP-PROTOCOL.md → Finance Synopsis

## D-TRIP-08 — DAILY HANDOFF (synopsis only)
Drop to Daily [05] inbox at trip close. Activity summary + mileage total only.
Daily logs it to their own system. Travel does not duplicate-log in Daily DB.
Template: see TRIP-PROTOCOL.md → Daily Synopsis

## D-TRIP-09 — PERSONAL SHARES ONLY
Never log group totals. USR369's share is always logged as an explicit dollar amount.
If split is unknown at time of expense — log total, flag as PENDING-SPLIT, resolve before close.

## D-TRIP-10 — PENDING PROTOCOL
If trip closes with unresolved items — status = CLOSED-PENDING, not CLOSED.
Items must be listed in handoff-95.md and flagged in Finance/Daily synopses.
Current PENDING:
  ES2026: gas Days 4-7 + Ashley balance
  JT2026: Ashley reimbursement $165.32

## D362 — DAILY/FINANCE COORDINATION
Travel activates ONLY during actual trips.
While trip is OPEN: Travel owns all logging — Daily does NOT double-log.
When trip CLOSES: Daily resumes normal logging from that date forward.

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