Travel Request - Bizagi · Travel Request | 10 Notify Reservations Description Send email to the applicant, copy to the assignee with the reservation information. Script 1. Your Flight

Travel Request Bizagi Suite

Copyright © 2016 | Bizagi

Copyright © 2016 | Bizagi Confidential

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


Travel Request | 2

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

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


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.


Travel Request | 4

Global Form


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Data Model


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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


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Form

Approve Travel Request

Description

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

Performers

Boss

Duration

4 Hours


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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.


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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

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



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>


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Manage Travel Advance

Description

Enter the approved advance for the travel request.

Performers


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.


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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


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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


Duration

1 Day


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>.


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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

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


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Form


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Approve Expenses Report

Description

Approve or reject the expenses report

Performers

Boss

Duration

1 Day


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Form


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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


Duration

1 Day


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Form


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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


Duration

1 Day


Travel Request | 24

Form


Travel Request | 25

Performers

Applicant (Role)

Boss (Role)

Administrative Assistant (Role)

Documents

Travel Request - Bizagi · Travel Request | 10 Notify Reservations Description Send email to the applicant, copy to the assignee with the reservation information. Script 1. Your Flight