Overview
This process handles travel requests (flight, hotel, cash advance) and approvals for employees. At the conclusion of the travel the process also handles the expense report.
This process starts when an employee requests a flight ticket for a travel. The employee will select if an advance and hotel reservation is needed, and the boss will approve the request. The administrative Department will handle bookings and Advance. At the end a sub process will be available for the employee to register the expenses made in the trip.
Global Form
Data Model
Bizagi Modeler Process Description (Bpm)
The complete documentation of this process can be found within its Bizagi Modeler file (.bpm). From there, you can generate a Word document with all its information.
Process Elements
Register Travel Request
Description
Enter the information required for the travel request.
Performers
Applicant
Duration
4 Hours
Actions
Type |
Description |
|---|---|
On Enter |
Rule to set the date, applicant and the departing city based on the location of the applicant |
On Exit |
Rule to set the total of the advance required |
Form
Approve Travel Request
Description
Approve, reject, or request a change in the travel request.
Performers
Boss
Duration
4 Hours
Form
Request Approved?
Description
This gateway evaluates whether the solicitude is approved or rejected by the applicant’s boss.
Gateways
•YES: If the request is approved by the applicant’s boss
•NO: If the request is not approved by the applicant’s boss
•CHANGES REQUIRED: If the boss requests changes in the request.
Register Bookings
Description
Enter the information for flights and hotel if required.
Performers
Administrative Assistant
Duration
1 Day
Form
Notify Reservations
Description
Send email to the applicant, copy to the assignee with the reservation information.
Script
1. Your Flight reservationDear
<TravelRequest.Applicant. userName>, Find Attached the flight reservation for your trip with case number <RadNumber>.If wanted, a change is possible to the following flights:Departing: (departing grid)Arriving: (Arriving grid)
Please contact us if you have any comment regarding the reservation.
Best regards,
Administrative team
2. Your Hotel ReservationDear
<TravelRequest.Applicant. userName>,
This is the hotel reservation for your trip, case number <RadNumber>:
Hotel <TravelRequest.Hotel. HotelName>
Address <TravelRequest.Hotel.
Address>Telephone <TravelRequest.Hotel.
Telephone>City <TravelRequest.Hotel. City.City>Country<TravelRequest.Hotel. City.State.Country.Country>Check in<TravelRequest.LeavingDate>Check Out <TravelRequest.ReturningDate>
Best Regards,
Administrative Team
Buy Ticket
Description
Upload the electronic ticket for the trip
Performers
Administrative Assistant
Duration
1 Day
Form
Notify Employee
Description
Send email with the ticket information.
Script
Subject: Your flight ticket
Dear <TravelRequest.Applicant. fullName>, Find Attached the electronic ticket for your trip with case number <RadNumber>.
Best regards,
Administrative team<TravelRequest.ETicket>
Manage Travel Advance
Description
Enter the approved advance for the travel request.
Performers
Administrative Assistant
Duration
1 Day
Actions
Type |
Description |
|---|---|
On Enter |
1-Rule to set the expenses allowed by the company's policy based on the arrival country. 2-Rule to set the values of the approved. advances, based on the requested ones. |
On Save |
1-Rule to set the total advance approved. |
On Exit |
1- Rule to set the total advance approved. |
Form
Notify Employee
Description
Send email to the applicant with the information of the approved advance.
Script
Your Advance Request InformationDear
<TravelRequest.Applicant.fullName>,The following amounts has been approved for your trip with case number <RadNumber>:Meals Advance <TravelRequest.TravelAdvance.ApprovedMealsAdvance>Transportation Advance <TravelRequest.TravelAdvance.ApprovedTransportationAd>Other Expenses <TravelRequest.TravelAdvance.ApprovedAdvanceOthers>Total Advance <TravelRequest.TravelAdvance.TotalAdvanceApproved>Currency <TravelRequest.Country.PolicyCurrency.Currency>Please go to the Administrative Department to receive the Advance.
Best regards,
Administrative Team
Disburse Travel Advance
Description
Disburse the advance to the employee and upload the disbursement record
Performers
Administrative Assistant
Duration
1 Day
Form
Send Rejection Message
Description
Message sent to the applicant
Script
Subject: Your travel request has been rejected.
Travel Request <RadNumber>Dear <TravelRequest.Applicant. fullName>, your boss <TravelRequest.Applicant. idBossUser.fullName> has rejected your travel request departing from <TravelRequest.DepartingFrom> on the <TravelRequest.LeavingDate>.
Expenses Report
Global Form
Process Elements
Register Expenses Report
Description
Enter the information of all the trip expenses
Performers
Applicant
Duration
Based on the arrival date
Actions
Type |
Description |
|---|---|
On Enter |
Rule to set the duration of the task |
On Save |
Rule to set the total of the expenses reported in cash and credit card |
On Exit |
Rule to set the total of the expenses reported in cash and credit card |
Form
Approve Expenses Report
Description
Approve or reject the expenses report
Performers
Boss
Duration
1 Day
Form
Approved?
Gateways
•YES: If the record has been approved.
•NO: If the record has not been approved.
Review Policies
Description
Review the approved information; have on mind that all the expenses must be valid in the company's policy.
Performers
Administrative Assistant
Duration
1 Day
Form
Policies Ok?
Gateways
•YES: If the policies are ok
•NO: If the policies are not approved.
Record Expenses
Description
Check the Expenses recorded option
Performers
Administrative Assistant
Duration
1 Day
Form
Performers
Applicant (Role)
Boss (Role)
Administrative Assistant (Role)
Last Updated 10/27/2022 9:03:58 AM