Md Afiq Iskandar
8b44adf06e
- Updated the Travel Reimbursement Workflow documentation to focus on user requirements and streamline the content for better understanding. - Simplified sections to clarify the workflow process, including user roles, submission steps, and approval rules. - Removed redundant details and reorganized content to improve readability and accessibility for employees, managers, and finance teams. - Added practical tips and notifications to assist users throughout the reimbursement process.
2.4 KiB
2.4 KiB
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.
Who Uses This?
- Employees: Submit travel claims
- Managers/Department Heads: Approve claims that exceed limits
- Finance Team: Processes payments
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.
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
Policy Limits (Maximums)
- Transportation: RM800 per trip
- Accommodation: RM300 per night
- Meals: RM100 per day
- Total Trip Limit: RM2000 per trip
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
Notifications
- You’ll get notified when:
- You submit your claim
- Approval is needed or completed
- Your claim is paid
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
This workflow is designed to make travel reimbursement easy, fast, and fair for everyone.