The approval process for requests and reports on business trips is carried out by the admin/super admin/owner. In this process, the Approver can only approve trip requests and trip reports that have already been created. Below are the steps for approval of trip requests and trip reports.

A. How to Approve a Trip Request

1. Go to the Approval menu.

2. Then select the Trips submenu.
   

3. Select one checkbox with the status Awaiting approval.
   

4. Then you can edit and add Cash advance again by clicking the “pencil” icon and “Add expense” before performing the Approval.
   

   - After clicking the “pencil” icon, the following screen will appear where you can re-edit the amount approved for the Cash advance. Then enter the reason and click “Continue”.
   
   - As an Approver, you can only edit the Approved amount that was created by the Requester.
   - You can add an amount for a new Expense that you add as an Approver by clicking “Add Expense”.
   - If you are only submitting a reimbursement request, then that button will be inactive and you do not need to edit the cash advance section.

5. Then edit the Approved cash advance amount and enter the reason in the provided field. Then click Continue.
   

   The Approver can reject the cash advance request by entering “0” in the field along with the reason.

6. If the Cash Advance request uses more than one currency (multi-currency), you as the Approver can set the Exchange rate first by clicking “+Add exchange rate”.
   

   If there is more than one Approver layer, then the Cash Advance rate is mandatory to be filled in by the Approver at the last layer.

7. A pop-up ‘Add exchange rate’ will appear as shown below. In the Add exchange rate section, you can see the automatic exchange rate from NIUM in the Rate by NIUM column (default exchange rate automatically taken from the system). If needed, you can manually adjust the exchange rate in the Custom exchange rate column. After finishing, click Save to save the settings.
   

8. The Rate you set will appear in the Cash advance summary section. The exchange rate is displayed below the foreign currency amount (for example: SGD 1 = Rp12,793.97), along with the note of who added the rate (Rate by [Approver name]).
   

9. Then you can edit and add Cash advance again by clicking the “pencil” icon before performing the Approval, or if you want to change the exchange rate, you can click "Edit exchange rate".
   

   - After clicking the “pencil” icon, the following screen will appear. You can re-edit the amount approved for the Cash advance. Then enter the reason and click “Save changes”.
   
   - As an Approver, you can only edit the Approved amount that was created by the Requester.

10. Click “Approve request” if all data is correct.
    

    A pop-up will then appear stating that the approved Cash advance will be processed shortly. Then click “Continue”.
    

11. If the Cash Advance request uses more than one currency (multi-currency), you as the last Approver layer can decide whether the funds will be disbursed in Rupiah or Foreign currency. If you choose Rupiah, the Cash advance will be automatically disbursed after approval. If you choose Foreign currency, the funds will be disbursed manually outside the system. After making your choice, click “Approve”.
    

    Important:
    - If the approval process is at the last Approver layer and the exchange rate has not been filled in, the system will display a pop-up notification informing the user that the exchange rate must be entered before approval can proceed.

    
    - Please note, if Mekari Expense is integrated with Jurnal, requests with foreign currency will not be synchronized automatically.

12. Additionally, you can directly perform Approval on one of the checkboxes with the status Awaiting approval by clicking “Action” then selecting "Approve request".
    

13. The request status will change to “Approved”.
    

    If the Cash advance is disbursed in foreign currency, you will need to disburse the funds manually.

B. How to Approve a Trip Report

1. Go to the Approval menu.

2. Select one checkbox with status Awaiting review, then click “Action”.
   
    

3. Click “View report”.
   
    

4. You will then be directed to the following page. You can edit the Approved amount displayed.
   

   If you are only submitting a reimbursement request, then Variance will not appear in Trip Expenses.

5. Edit the Approved amount and enter the reason in the provided field. Then click Submit.
   

   - The Requested amount cannot be edited.
   - After editing the Approved amount, the Variance amount will change according to the changes made to the Approved amount.
   - If there is an agreement from the approver stating that the employee does not need to refund the cost, then the Approved amount field can be filled with the same amount as the Approved cash advance. Include the reason in the Reason field.

6. Click “Approve” to approve the trip report that has been created, or click “Request revision” if there are requests for corrections to the trip expenses.
   

   A pop-up notification will then appear stating that your employee needs to refund the cash advance to complete the report. Then click “Continue”.
   

That is how to create reimbursement and cash advance reports for Business Trips. Also learn how to submit a refund request for business trip cash advances.