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Travel Authorization and Reimbursement

Owned by Former user (Deleted)
Last updated: Dec 09, 2016
3 min read

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

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

 

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


 

Prerequisite

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.

 Step 1. Create Users and Roles
Workflows route between multiple users and/or roles, which you must first create.
  • Click here to download a CSV file.
  • Open it in any text editor, make the following changes and save the file.
    • Replace YOUR_EMAIL with your email address. This is used for notifications.
    • All passwords default to 123. You may change any password.
  • Login as the tenant admin user.
  • Click the Manage Users Link.
  • Click the upload csv users icon, browse to the CSV file you just edited and click Validate.
  • You may see several warning messages. If you see a thumbs down icon in the left column and the message email is invalid in the Error/Warning column, please edit the file, correct the error and try again.

  • Click the Load button. You should see something like:  "Users Loaded successfully. 9 Added, 0 Updated, 0 Deleted, 17 Roles Added."
  • Logout of the tenant admin user account.
 Step 2. Upload the Travel Authorization Template
  1. Click this link to download the template and save it (TravelAuthorization_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 TravelAuthorization_app.zip file.
  5. Click the Edit button for the Travel Authorization application that was created and click the Flows button at left.
  6. Click the  Deploy icon for the Travel Authorization workflow.
 Step 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.
  1. Make sure you have deployed your workflow at the end of Step 2 above.
  2. Click the Spaces link at left. Click the New icon.
  3. Enter Portal as the Space Id and click Create. Make sure the Space Id is the string Portal exactly.
  4. Click the  Edit icon on the Space Home page. 
  5. Click the icon to hide the left panel.
  6. Click the  save and exit icon to save the changes to your space.
  7. Click the Share icon. Copy the share URL for your space and save it.
  8. Logout of the f_designer account.

Use Template

Click each step below to expand it.

 Step 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 Travel Authorization workflow from the Travel Authorization menu.
  4. Your employee information is pre-filled. Type in a 7-digit Employee Id. frevvo will validate the required format.
  5. Complete the Trip Information section. There are several validations in this section.
  6. Complete the Estimated Expenses section. Again, there are several validations and automatic calculations. Click Send to Dept Head.
  7. Logout.
 Step 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  Perform icon.
  5. Approve the travel, sign the section and click the Send for Reconciliation button.
  6. Logout.
 Step 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  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.
 Step 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  Perform icon.
  5. Approve the travel, sign the section and click the Submit Expenses button.
  6. Logout.
 Step 5: 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 pending Travel Authorization.
  4. Click the  Perform icon.
  5. Complete the Finance section and click Finish.
  6. Logout.
 Step 6: View PDFs sent in email

The employee (Tom) will receive an email when the workflow ends. The email will have the Travel Authorization PDF attached for reference.