TRAVEL REIMBURSEMENT REQUEST WORKFLOW

Travel Reimbursement Request Workflow

1. Start

• The workflow begins when a user submits a Travel Reimbursement Request web form.

2. Get Email

• The system retrieves the email address for the person who submitted the request (the Requestor).

• Purpose: To later send notifications at various workflow stages.

3. BookKeeper Approval

• The request is routed to the correct BookKeeper for approval.

• The routing is decided based on a location or department code (Loc) entered in the request form. Each code maps to a specific approver group or person.

  • If BookKeeper Rejects: The system captures the rejection note and transitions to a rejection notification step.

  • If BookKeeper Approves: The workflow moves to the next approval step.

4. Director/Principal Approval

• After BookKeeper approval, the request is routed to the appropriate Director, Principal, or similar authority figure (again, based on the Loc code).

  • If Director/Principal Rejects: As above, a rejection note is captured, and the user is notified.

  • If Approved: The process continues.

5. Get Seed Value

• The system generates unique identifiers for this transaction:

  • Batch ID (for financial system records)

  • Reference Number (for tracking the reimbursement)

6. Create AP Batch

• The system tries to create a batch of records in the Accounts Payable (AP) system.

• This involves:

  • Setting up the batch itself

  • Inserting transaction details (such as the expenses, traveler info, totals, etc.)

  • Attaching all necessary information for processing the reimbursement payment

• These steps are achieved via automated C# code that communicates with the underlying financial software.

  • If any Error Occurs during record creation: The system transitions to error handling (below).

  • If Everything Works: The process moves to completion notifications.

7. Email Notification (Success)

• If the Create AP Batch step succeeds, an email notification is sent to the requester letting them know their reimbursement request has been processed successfully.

8. Handle Errors (Error Handling)

• If any step (record creation, etc.) fails, the system:

  • Determines what went wrong (collects error messages)

  • Sends an email notification to the requester describing the failure and including details (from workflow variables).

9. Handle Rejection

• If any approver (BookKeeper or Director/Principal) rejects the request:

  • The system checks workflow history for rejection notes/comments.

  • Sends a personalized rejection email to the requester, including the reason for rejection and other request information.

10. No-Transition/Escalation Scenarios

• If the system can't find a way forward (for instance, if there’s no approver available, or something gets stuck):

  • The system determines that a "no transition" condition exists.

  • Sends an appropriate notification to alert about the stuck workflow.

11. End

• The workflow ends either:

  • With a successful payment setup and notification,

  • Or after sending error/rejection messages as needed.