After creating a policy in Business Trip, you as a Super Admin/Admin need to set up a series of workflows before conducting a business trip. In this menu, you can set, edit, and delete approval flows and travel arrangers for conducting a Business Trip. There are 3 categories of Workflow entries: Workflow details, Trip with reimbursement, and Trip with cash advance.

Here are the steps.

A. Workflow Details

1. Go to the Workflow menu.

2. Click the “Trips” submenu.
   

3. Then select the Create workflow tab.
   

4. Next, you will be directed to the following page. You can create a Workflow name, Trip type, Description, Policy, and Travel arranger. Once all data is filled in, click “Continue”.
   

   - Specify the workflow name you are creating and select the business trip type, either Domestic or International. Then enter the description of the policy.
   - Policy selection is optional. If a policy is selected, the Workflow will be assigned to that policy.
   - Policy is displayed based on the Trip type previously selected during the creation of the Workflow.
   - If no specific policy is selected, default domestic and international policies will be automatically created.
   - The same policy cannot be assigned to more than 1 workflow.
   - Travel Arrangement is mandatory.
   - For Travel Arrangement, select the category of Procurement officer or travel arranger who will be assigned to the travel arrangement process.

B. Trip with Reimbursement

After setting up the Workflow details, the next step is to configure the Trip with reimbursement. On this page, you can set the approver for reimbursement who will approve the submission. Here are the steps.

1. Set the approver for each employee requesting a business trip.
   

   - Approval line settings are based on the organizational hierarchy in your company previously configured in the Talenta application.
   - You can change the Approval line category to Employee ID by clicking the following dropdown.
   
   - You can also add Approval types based on Employee ID by clicking “Add step”.
   
   - You can also add a representative approver by clicking “Add backup approver”.
   
   - If approval is not required, turn on the toggle “Doesn’t require approval”.
   

2. Then set the Approval line so you can manage approval for each employee who submits a business trip report. If you select Basic approval, the submission has no limit. In this case, each step will include a main approver and a backup approver.
   

   - Approval line settings are based on the organizational hierarchy in your company previously configured in the Talenta application.
   - You can also add Approval types based on Employee ID by clicking “Add step”.
   
   - You can also add a representative approver by clicking “Add backup approver”.
   
   - If approval is not required, turn on the toggle “Doesn’t require approval”.
   
   - If you select the international trip type and activate the toggle “Doesn’t require approval”, a notification will appear explaining that if approval is not required, reimbursable items will be paid in Rupiah based on the exchange rate entered by the requester.
   

3. Check the toggle “Rule-based approval” if you want to select approval with accompanying rules.
   

   - The Amount-based approval feature can only be used for domestic trips. For international trips, this feature will be automatically disabled because the system cannot compare values across currencies.
   
   In this case, submissions made during filling out the Trip report by the Requester must have a limit amount and Rules will appear with the following categories:
   A. Rule with submission amount Less than or Equal to
   If the Reimbursement submission amount to be approved is less than or equal to the limit set during Policy creation, you can determine whether the submission requires or does not require approval in terms of Approval line or Employee ID.
   
   - In this case, if the submission amount meets the criteria, you can choose Need approval or No need approval.
   - If you select Need approval, the maximum number of Approval layers that can be added is 10 layers.
   B. Rule with submission amount Greater than or Between
   If the Reimbursement submission amount to be approved is Greater than or Between the limit set during Policy creation, you can determine whether the submission requires or does not require approval in terms of Approval line or Employee ID.
   
   - If needed, you can add a backup approver and approval layers as shown in the image above.
   - The maximum number of Approval layers that can be added is 10 layers.
   - If you select Between, you cannot specify the starting limit amount because by default the nominal is determined by the previous approver layer. However, you can specify the nominal range in the following field.
   
   - You can also add a Rule by clicking “Add rule”.
   

4. Next, after setting up the Trip request and Trip report approvers, click “Continue” to proceed to fill out the Cash advance.
   

C. Trip with Cash Advance

After setting up the Reimbursement, the next step is to configure the Trip with cash advance. On this page, you can set the approver for cash advance who will approve your cash advance submission. Here are the steps.

1. Set the Approval line so you can manage approval for each employee requesting a business trip on the Cash advance submission. If you select Basic approval, the submission has no limit. In this case, each step will include a main approver and a backup approver.
   

   - Approval line settings are based on the organizational hierarchy in your company previously configured in the Talenta application.
   - You can also add Approval types based on Employee ID by clicking “Add step”.
   
   - You can also add a representative approver by clicking “Add backup approver”.
   
   - If approval is not required, turn on the toggle “Doesn’t require approval”.
   
   
   - If you select the international trip type and activate the toggle “Doesn’t require approval”, a notification will appear explaining that if approval is not required, reimbursable items will be paid in Rupiah. In this case, the system will automatically use the NIUM exchange rate, and the Cash advance will be disbursed in Rupiah (IDR), without the option to choose disbursement in foreign currency as in the process with approval.
   

2. Check the toggle “Rule-based approval” if you select Rule-based approval.
   

   - The Amount-based approval feature can only be used for domestic trips. For international trips, this feature will be automatically disabled because the system cannot compare values across currencies.
   
   In this case, submissions made during filling out the Trip request by the requester must have a limit amount and there will be Rules in the approval stage consisting of:
   A. Rule with submission amount Less than or Equal to
   If the Cash advance submission amount to be approved is less than or equal to the limit set during Policy creation, you can choose whether the submission requires or does not require approval in terms of Approval line or Employee ID.
   
   - In this case, if the submission amount meets the criteria, you can choose Need approval or No need approval.
   - Approval line settings are based on the organizational hierarchy in your company previously configured in the Talenta application.
   - You can also add backup approver and approval layers as shown in the image above. The maximum number of Approval layers that can be added is 10 layers.
   B. Rule with submission amount Greater than or Between
   If the Cash advance submission amount to be approved is greater than or between the limit set during Policy creation, you can choose whether the submission requires or does not require approval in terms of Approval line or Employee ID.
   
   - If necessary, you can add backup approver and approval layers as shown in the image above.
   - The maximum number of Approval layers that can be added is 10 layers.
   - If you select Between, you cannot specify the starting limit amount because by default the nominal has been determined. However, you can specify the nominal range in the following field.
   
   - You can also add a Rule by clicking “Add rule”.
   

3. Next, set the approver for each employee submitting a business trip report. Then click “Save & publish” if all data has been correctly filled.
   

   - Approval line settings are based on the organizational hierarchy in your company previously configured in the Talenta application.
   - You can also add Approval types based on Employee ID by clicking “Add step”.
   
   - You can also add a representative approver by clicking “Add backup approver”.
   
   - If approval is not required, turn on the toggle “Doesn’t require approval”.
   

That is how to create a workflow for the Business Trip policy. Next, you will learn how to manage Travel Arrangement in Mekari Expense.