TRAVEL ADVANCE
TRAVEL ADVANCE
Travel Advance Request Workflow: Step-by-Step
Start
Trigger: The process begins when a user submits (accepts) a travel advance request web form.
Action: System logs the start and goes to the next workflow stage.
Get Email (A24)
Purpose: Retrieve the email address of the requestor from the user database.
Action: If requestor's email is found, continue to the next step.
Bookkeeper Review (A7)
Action: The request is sent to the Bookkeeper associated with the requestor’s department/location.
Routing: The specific Bookkeeper is determined by the Loc (location) code in the request.
Outcome: Bookkeeper can approve or reject.
Cabinet/Director Approval (A17)
Action: If required, the request goes to a Cabinet or Director-level approver, again based on the requestor’s location code.
Outcome: If approved, proceed. Otherwise, can be rejected.
Cabinet Approval (Special, A18)
Action: For certain locations, an additional high-level Cabinet approval is required.
Generate Unique IDs (Get Seed Value, A23)
Action: Unique identifiers for the travel batch/trip and for reference are generated.
How: The system fetches new "seed" values for the Batch ID (TripID) and Reference Number (ReferenceNo).
Insert Batch Records (A19)
Purpose: Enter the travel request into the organization’s financial/accounting system.
Actions:
Insert Master Batch record (summary)
Insert “Bir” Master record (reference details)
Insert Batch Detail record(s) (funding/accounting split, expense details)
Note: If errors occur during these inserts, go to error handling steps.
Error Check for Batch Insertion
If there’s an error during insertion (ErrorMessage is not empty):
Go to Error Notice (A13).
If successful (no error):
Go to Email Notification (A6).
Email Notification (A6)
Purpose: Notify the requestor that their request has been successfully completed.
Action: Send a success/confirmation email.
10. End
Process is complete.