You are on page 1of 26

Travel Request

Bizagi Suite

Copyright © 2016 | Bizagi


Travel Request | 1

Table of Contents
Travel Request ................................................................................................................................. 3

Process Elements ....................................................................................................................... 6

Register Travel Request ................................................................................................... 6

Approve Travel Request .................................................................................................. 7

Request Approved? .......................................................................................................... 8

Register Bookings .............................................................................................................. 9

Notify Reservations ..........................................................................................................10

Buy Ticket ............................................................................................................................10

Notify Employee ............................................................................................................... 11

Manage Travel Advance .................................................................................................12

Notify Employee ...............................................................................................................13

Disburse Travel Advance ............................................................................................... 14

Send Rejection Message ................................................................................................15

Expenses Report ............................................................................................................................16

Expenses Report................................................................... Error! Bookmark not defined.

Process Elements ......................................................................................................................17

Register Expenses Report ..............................................................................................17

Approve Expenses Report .............................................................................................19

Approved? ......................................................................................................................... 20

Review Policies ..................................................................................................................21

Policies Ok? ....................................................................................................................... 23

Copyright © 2016 | Bizagi Confidential


Travel Request | 2

Record Expenses .............................................................................................................. 23

Performers ...................................................................................................................................... 25

Copyright © 2016 | Bizagi Confidential


Travel Request | 3

Travel Request

Description
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.

Copyright © 2016 | Bizagi Confidential


Travel Request | 4

Global Form

Copyright © 2016 | Bizagi Confidential


Travel Request | 5

Data Model

Copyright © 2016 | Bizagi Confidential


Travel Request | 6

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

Copyright © 2016 | Bizagi Confidential


Travel Request | 7

Form

Approve Travel Request


Description
Approve, reject or request a change in the travel request.

Performers
Boss

Duration
4 Hours

Copyright © 2016 | Bizagi Confidential


Travel Request | 8

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.

Copyright © 2016 | Bizagi Confidential


Travel Request | 9

Register Bookings
Description
Enter the information for flights and hotel if required.

Performers
Administrative Assistant

Duration
1 Day

Form

Copyright © 2016 | Bizagi Confidential


Travel Request | 10

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

Copyright © 2016 | Bizagi Confidential


Travel Request | 11

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>

Copyright © 2016 | Bizagi Confidential


Travel Request | 12

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.

Copyright © 2016 | Bizagi Confidential


Travel Request | 13

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

Copyright © 2016 | Bizagi Confidential


Travel Request | 14

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

Copyright © 2016 | Bizagi Confidential


Travel Request | 15

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>.

Copyright © 2016 | Bizagi Confidential


Travel Request | 16

Expenses Report

Global Form

Copyright © 2016 | Bizagi Confidential


Travel Request | 17

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

Copyright © 2016 | Bizagi Confidential


Travel Request | 18

Form

Copyright © 2016 | Bizagi Confidential


Travel Request | 19

Approve Expenses Report


Description
Approve or reject the expenses report

Performers
Boss

Duration
1 Day

Copyright © 2016 | Bizagi Confidential


Travel Request | 20

Form

Copyright © 2016 | Bizagi Confidential


Travel Request | 21

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

Copyright © 2016 | Bizagi Confidential


Travel Request | 22

Form

Copyright © 2016 | Bizagi Confidential


Travel Request | 23

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

Copyright © 2016 | Bizagi Confidential


Travel Request | 24

Form

Copyright © 2016 | Bizagi Confidential


Travel Request | 25

Performers
Applicant (Role)

Boss (Role)

Administrative Assistant (Role)

Copyright © 2016 | Bizagi Confidential

You might also like