Automatically Approve Trips

Purpose

The automatically approve trip workflow describes the following process:

Process Flow

After completing a trip, the employee enters their trip data in the system.

The system checks whether a travel request (created using the Travel Manager) exists for this trip. If the travel request does not exist, the employee receives the mail: Travel request missing and the approval process is terminated.

The travel expense statement is automatically set to Approved by the system if all of the following requirements are met:

  • A travel request exists and has been approved.

  • The total travel expenses incurred for the actual trip are less than the amount estimated in the travel request (including a predefined tolerance level).

If either one of these criteria is not met, the travel request must be approved by the employee's manager. The system uses the organizational plan in Customizing to determine the manager automatically.

The manager can then approve or reject the travel expense statement.

If the trip is rejected, the manager (at the higher level) creates a message that is sent to the employee as a mail.

If the expenses for the actual trip exceed the predefined maximum amount allowed, the trip must be approved by both the employee's direct manager and the appropriate manager at the next highest management level.

The higher level manager can then approve or reject the travel expense statement.

If the trip is rejected, the manager (at the higher level) creates a message that is sent to the employee as a mail.

Figure: Approve Trip Automatically