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Setting up workflow / process steps of travel expenses

A simple workflow / approval process or the process steps for the travel expenses can be as follows:

  • The employee enters his travel expenses, scans his documents - if you wish - and submits them online.
  • His immediate supervisor or the cost centre manager is automatically notified and checks the billing (and any accompanying documents) online for content and facts, i.e. the information on the time period, place, purpose, and if necessary, the maximum amounts. At this stage, no knowledge or examination of the tax issues has to happen. If there are concerns or questions, he sends them directly through the system to the creator of the billing, which keeps the communication transparent, auditable, and linked with the billing. If he agrees, he will approve the billing and the accountant or administrator is automatically notified.
  • He then, in the next step, checks the tax concerns in particular and, if necessary, changes the billings and edited book lists and / or payment proposals. After completion, he "approves" this step and completes the billing.
  • Optionally, another employee can check the payment and edit the further calculation according to the period of time and status of billings.

To set up the above mentioned workflows, you have to do the following:

  1. Create an accountant or clerk for the examination of the second stage with at least authority level 3 or change authorisations under Settings -> Users -> Edit User for a user.
  2. Create a supervisor for the content examination with a minimum authority level 2 or change his authorisations under Settings -> Users -> Edit User.
  3. Change the steps to "2" in the menu Settings-> Client -> Approval process / process chain
  4. Assign the approval process to the above-mentioned employees.
  5. Give the steps of the approval process names that are familiar to the users in the company, which will be used in the future for all forms, notifications, and print outs.
  6. Finally, create new users for employees or assign them to a supervisor if this is not the same as the approver of stage 1.

Grant approval / Workflow steps

If an expense report is created and "submitted" by an employee, the immediate supervisor or the responsible user for the first stage will be notified by e-mail. In the notification, a direct link to the expense report is included so you can access the report with one click, view (if necessary, correct or add a note), and approve.

Depending on the number of process steps (this can be changed under Settings -> Client -> Approval process) the employee responsible for the next stage will be notified or the billing is completed.

An expense report may take one of the following statuses:

  • new: The billing has been created, is changeable and modifiable, and no workflow has happened yet.
  • submitted: The billing was filed or completed (if no approval process is used) by the user and cannot be changed by the user with approval authority 1.
  • passed: Status change after the first approval if more than one approval level is present (optional)
  • approved: Status changes after the second approval if more than two levels of approval are available (optional)
  • closed: The statement has been completed and cannot be changed, particularly necessary when data is processed on export or booking lists.
  • paid: For the company / client, this is the same status as closed, but the employee has the additional option to note the receipt of payment.
    • You will also find all billings that are waiting for approval in the menu "Approval" under the respective workflow stage.

      If the approver does not want to approve a billing or has questions, he can proceed as follows:

      • Send the submitting user a message via Onexma with the request for explanation or evidence. The question and the answer can be archived with the billing and are therefore traceable.
      • Reset the submission and thus "give it back to the submitter" ["an den Einreicher zurückgeben”] and add a note with the complaint. The submitter can then edit / correct and resubmit the billing.