DIRECT REIMBRUSEMENT

DIRECT REIMBRUSEMENT

1. Start

• The process is initiated.

2. Requestor Approval

• The person who initiated the reimbursement must approve the request.

3. Supervisor Approval (Optional)

• A supervisor (with a specific role, WFADMIN) may need to approve.

4. AP Clerk Approval

• An accounts payable clerk reviews and approves the request.

5. Seed Value Generation

• Unique IDs for batch and invoices are obtained.

6. Insert Records

• Batch/master record is created in the system.

• Associated detail records for each submitted line item (up to 5) are created.

• Text comments (notes) are stored as supporting details.

• Related attachment documents are processed (uploaded/linked).

7. Error Handling

• If any step fails, error details are captured.

• A notification is sent out to the requestor describing what failed.

8. Rejection Handling

• If a task is rejected (by supervisor or clerk), rejection notes are collected, and a notification email is sent to the initiator.

9. Email Notifications

• Requestor receives notifications for:

  • Success

  • Rejection (with rejection reason)

  • Errors

  • No-Transition errors (if workflow doesn’t progress correctly)

10. Clean-up Step

• If the reimbursement is rejected or fails, all related records (batch, details, notes) are deleted from the system to prevent clutter.

11. End

• Process is marked as finished/completed.