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Travel Request
Bizagi Suite
Copyright © 2014 | Bizagi
Copyright © 2014 | Bizagi Confidential
Travel Request | 1
Table of Contents
Travel Request ....................................................................................................................................... 3
Process Elements ............................................................................................................................. 4
Register Travel Request ........................................................................................................ 4
Approve Travel Request ....................................................................................................... 5
Request Approved?................................................................................................................ 6
Register Bookings ................................................................................................................... 7
Notify Reservations ................................................................................................................ 8
Buy Ticket ................................................................................................................................... 8
Notify Employee ...................................................................................................................... 9
Manage Travel Advance......................................................................................................10
Notify Employee ..................................................................................................................... 11
Disburse Travel Advance .....................................................................................................12
Send Rejection Message .....................................................................................................13
Expenses Report ................................................................................................................................. 14
Expenses Report ......................................................................Error! Bookmark not defined.
Process Elements ............................................................................................................................15
Register Expenses Report ...................................................................................................15
Approve Expenses Report ..................................................................................................16
Approved? ................................................................................................................................ 17
Review Policies ........................................................................................................................18
Policies Ok? ..............................................................................................................................19
Copyright © 2014 | Bizagi Confidential
Travel Request | 2
Record Expenses ....................................................................................................................19
Performers ............................................................................................................................................ 20
Copyright © 2014 | Bizagi Confidential
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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 © 2014 | Bizagi Confidential
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Global Form
Process Elements
Register Travel Request
Description
Enter the information required for the travel request.
Performers
Applicant
Duration
4 Hours
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Travel Request | 5
On Enter Actions
Rule to set the date, applicant and the departing city based on the location of the
applicant
On Exit Actions
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
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Duration
4 Hours
Form
Request Approved?
Gates
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.
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Register Bookings
Description
Enter the information for flights and hotel if required.
Performers
Administrative Assistant
Duration
1 Day
Form
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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<TravelRequest.FlightReservation>
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
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Form
Notify Employee
Description
Send email with the ticket information
Script
Subject: Yout 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 © 2014 | Bizagi Confidential
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Manage Travel Advance
Description
Enter the approved advance for the travel request.
Performers
Administrative Assistant
Duration
1 Day
On Enter Actions
- Rule to set the expenses allowed by the company's policy based on the arrival
country.
- Rule to set the values of the approved advances, based on the requested ones
On Save Actions
-Rule to set the total advance approved
On Exit Actions
-Rule to set the total advance approved
Copyright © 2014 | Bizagi Confidential
Travel Request | 11
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
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Travel Request | 12
<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
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Travel Request | 13
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>.
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Expenses Report
Global Form
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Process Elements
Register Expenses Report
Description
Enter the information of all the trip expenses
Performers
Applicant
Duration
Based on the arrival date
On Enter Actions
Rule to set the duration of the task
On Save Actions
Rule to set the total of the expenses reported in cash and credit card
On Exit Actions
Rule to set the total of the expenses reported in cash and credit card
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Form
Approve Expenses Report
Description
Approve or reject the expenses report
Performers
Boss
Duration
1 Day
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Form
Approved?
Gates
Yes: If the record has been approved.
No: If the record has not been approved.
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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
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Policies Ok?
Gates
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
Copyright © 2014 | Bizagi Confidential
Travel Request | 20
Performers Applicant (Role)
Boss (Role)
Administrative Assistant (Role)
