# Travel Reimbursement Workflow – User Requirements

## What is This?
This workflow helps employees get reimbursed for travel expenses. It guides you from submitting your claim, through approvals, to receiving your payment.

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## Who Uses This?
- **Employees**: Submit travel claims
- **Managers/Department Heads**: Approve claims that exceed limits
- **Finance Team**: Processes payments

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## How the Process Works

### 1. Employee Submission
- Fill out the travel reimbursement form with your details, trip info, and expenses.
- Upload receipts for any expense over RM50.
- Review the total and check if your claim is within company policy limits.
- Submit your claim.

### 2. Automatic Checks
- The system checks your claim against company policy limits.
- If your claim is within the limits, it goes straight to Finance for payment.
- If your claim is over the limits, it will be sent to your manager (or department head/CEO for large or international claims) for approval.

### 3. Manager/Department Head/CEO Approval (if needed)
- You will be notified if approval is required.
- The approver reviews your claim and receipts.
- They can approve the full amount, approve only up to the policy limit, or reject the claim (with a reason).

### 4. Finance Processing
- Once approved, the Finance team checks your documents and processes the payment.
- You will be notified when payment is made.

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## What You Need to Prepare
- Details of your trip (purpose, destination, dates)
- List of expenses (transport, accommodation, meals, other)
- Receipts for any expense over RM50

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## Policy Limits (Maximums)
- **Transportation**: RM800 per trip
- **Accommodation**: RM300 per night
- **Meals**: RM100 per day
- **Total Trip Limit**: RM2000 per trip

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## Approval Rules
- **Under Policy Limit**: Auto-approved, goes straight to Finance
- **Over Policy Limit**: Needs manager approval
- **Over RM5000**: Needs department head approval
- **International Travel**: Needs CEO approval

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## Notifications
- You’ll get notified when:
  - You submit your claim
  - Approval is needed or completed
  - Your claim is paid

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## Tips for a Smooth Claim
- Double-check all required fields before submitting
- Make sure receipts are clear and in PDF, JPG, or PNG format
- If your claim is delayed, check your notifications or contact your manager

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This workflow is designed to make travel reimbursement easy, fast, and fair for everyone.