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The Travel Authorization and Reimbursement template is a  workflow that's used by employees to request authorization for expenses prior to travel and then to reconcile actual expenses before submitting for payment. If actual expenses exceed estimated expenses, the workflow will obtain additional approval.

Employee > Trip > Estimated Expenses > Manager/Dept Head > Actual Expenses > Manager/Dept Head (conditional) > Finance.

The video at right (coming soon) guides you through installing and using this template or you can follow the steps below.

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Install and try out the Travel Authorization & Reimbursement template in less than 10 minutes. Follow the Tutorial Video (coming shortly) by clicking on the image above.

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Info
titlePrerequisite

frevvo Cloud Account or On-Premise software installed with a tenant created. Click to signup if necessary.

Install Template

Click each step below to expand it.

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Expand
titleStep 2. Upload the Employee On-Boarding Travel Authorization Template
  1. Click this link to download the template and save it (EmployeeOnTravelAuthorization_Boarding_app.zip).
  2. Logout of the tenant admin account and login as f_designer@<replace with your tenant id> (this user was created by the previous step).
  3. Click the  Upload icon at the top of the Applications page.
  4. Leave all checkboxes unchecked and upload the EmployeeOn_BoardingTravelAuthorization_app.zip file.
  5. Click the Edit button for the Employee On-Boarding the Travel Authorization application that was created and click the Flows button at left.
  6. Click the  Deploy icon for the Employee On-Boarding the Travel Authorization workflow.
Expand
titleStep 3. Create a Space

A space is a built-in portal that's very easy to create and makes it easy to test your workflow.

  • Make sure you have deployed your workflow at the end of Step 2 above.
  • Click the Spaces link at left. Click the Image RemovedNew icon.
  • Enter Portal as the Space Id and click Create. Make sure the Space Id is the string Portal exactly.
  • Click the Image Removed Edit icon on the Space Home page. 
  • Click the Image Removedicon to hide the left panel.
  • Click the Image Removed save and exit icon to save the changes to your space.
  • Click the Image RemovedShare icon. Copy the share URL for your space and save it.
    • Logout of the f_designer account.
    Insert excerpt
    Create Space
    Create Space
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    Use Template

    Click each step below to expand it.

    Expand
    titleStep 1. Employee
    1. Go to the space you just created using the URL you copied in Step 3 of the installation above.
    2. Click Login and login as f_tom@<replace with your tenant id>.
    3. Select the Employee On-Boarding the Travel Authorization workflow from the Employee On-Boarding the Travel Authorization menu.
    4. Fill in the required fields and Sign. Make sure to use an email address that you have access to. Click Continue.
    5. Complete the Personal Allowances form. This information is used to generate your Federal W-4. See that you don't have to sign again. Click Continue.
    6. Complete the Employment Eligibility form. This information is used to generate your Federal I-9. Click Continue.
    7. Now you can click the W-4 and I-9 buttons to review the generated PDF documents. See that the data from the forms including signatures is rendered on the PDF documents in the appropriate places. If you need to make any corrections, click the Toolbar buttons at the top to go to the proper step. If you are satisfied with the documents, click Send to HRYour employee information is pre-filled. Type in a 7-digit Employee Id. frevvo will validate the required format.
    8. Complete the Trip Information section. There are several validations in this section.
    9. Complete the Estimated Expenses section. Again, there are several validations and automatic calculations. Click Send to Dept Head.
    10. Logout.
    Expand
    titleStep 2. Manager/Dept Head Review
    1. Check your email and click on the link to the space above or simply go to the URL you copied in Step 3 of the installation above.
    2. Login as f_jerry@<replace with your tenant id>.
    3. Select Important Items > Task List. You should see the Travel Authorization created above.
    4. Click the Image Added Perform icon.
    5. Approve the travel, sign the section and click the Send for Reconciliation button.
    6. Logout.
    Expand
    titleStep 3. Complete Actual Expenses
    1. Check your email and click on the link to the space above or simply go to the URL you copied in Step 3 of the installation above.
    2. Login as f_tom@<replace with your tenant id>.
    3. Select Important Items > Task List. You should see the pending Travel Authorization.
    4. Click the Image Added Perform icon.
    5. Complete the Actual Expenses column. Note that if Actual Expenses > Estimated Expenses, the workflow will route back to the Department Head for additional approval (Step 4 below) otherwise it will skip straight to Finance (Step 5 below).
    6. Click the Submit Expenses button.
    7. Logout.
    Expand
    titleStep 4: Manager/Dept Head Approval (Optional)

    This step is performed only if the Actual Expenses are greater than the pre-approved Estimated Expenses.

    1. Check your email and click on the link to the space above or simply go to the URL you copied in Step 3 of the installation above.
    2. Login as f_jerry@<replace with your tenant id>.
    3. Select Important Items > Task List. You should see the pending Travel Authorization.
    4. Click the Image Added Perform icon.
    5. Approve the travel, sign the section and click the Submit Expenses button.
    6. Logout.
    Expand
    titleStep 2. HR Review5: Finance
    1. Check your email and click on the link to the space above or simply go to the URL you copied in Step 3 of the installation above.
    2. Login as f_sue@<replace with your tenant id>.
    3. Select Important Items > Task List. You should see the Employee On-Boarding created abovepending Travel Authorization.
    4. Click the  Perform icon.
    5. Complete the form, Finance section and click the Finish On-Boarding button and logoutFinish.
    6. Logout.
    Expand
    titleStep 3. View W-4 and I-9 6: View PDFs sent in email

    Check your email (the email address entered in Step 1 above). You The employee (Tom) will receive an email with the On-Boarding documents attached including the generated W-4 and I-9 forms. Of course, instead of email, the workflow can be configured to send them to an HR system, document management system, Google Drive etcwhen the workflow ends. The email will have the Travel Authorization PDF attached for reference.