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How do I configure and perform an expense reimbursement with workflow?

Updated

 

 

Configuring expense reimbursement template:

Below we detail the step-by-step process to follow on the platform to create the expense reimbursement template in workflow.

 

1. Access the Workflow templates:Administrative > Workflow > Templates

 

 

2. When the template catalog is displayed, select "Start from scratch". Then enter the desired name for the template and in the variable “Type” select flexible.

 

 

4. On the left side of the form you can configure the number of stages you deem appropriate to fulfill the workflow established in your organization's procedures by clicking "Add Stage".

 

 

 

5. On the right side you must configure the stage form, the permissions of the participants in that stage, the stage dependencies and any notifications you deem necessary to trigger for that stage.

 

 

6. In the stage called "End of Flexible Flow" you must select the "Add Action" button in the "Actions" section.

 

 

6.1. In the "Action to perform" section select "Assign an Informative item". Then select save.

 

This last step is done so that the item is not considered taxable income for the employee when filing their tax return.

 

 

6.2. Make sure to include the necessary fields of the item to be assigned in the stage whose permissions correspond to a profile that meets the conditions to modify employees and assign items.

 

 

 

For the stages mentioned we consider the following configuration:

 

1. Stage "Requester":

1.1. Form: For this example we considered creating 4 form fields as "Free Field", which were:Reimbursement Support (PDF with all receipts) - File Type.

  • Reimbursement Date - Date Type.

  • Reimbursement Concept - List Type.

  • Amount to Reimburse - Numeric Type.

  • 1.2. Permissions: We enabled the form for all employees by selecting all positions and areas.

 

 

2. Stage "

 

 

Manager Approval":2.1. Form: We used the same fields as the previous stage, but set to read-only.

2.2. Permissions: We selected the positions that correspond to managers according to our hierarchical structure and enabled the functionality "Define approver by area/position according to requester's hierarchy" so that the manager who can approve this stage corresponds to the requester's supervisor.

 

 

2.3. Dependencies: We used the default configuration when creating a new stage, which is that it is triggered when the previous stage is approved.

 

 

3. Stage "

 

 

HR Approval":3.1. Form: We included all fields involved in the request, setting the flexible fields to read-only and making the item's fields mandatory to edit.

3.2. Permissions: We assigned a single approving position for this stage, which has a profile that allows modifying employees and assigning items.

 

 

3.3. Dependencies: We used the default configuration when creating a new stage, which is that it is triggered when the previous stage is approved.

 

 

4. Stage "

 

 

End of Flexible Flow":4.1. Actions: We included the integration of an informative item.

4.2. Dependencies: We used the default configuration when creating a new stage, which is that it is triggered when the previous stage is approved.

 

 

5. Final Step:

 

 

After making all modifications to your template, remember to press the "Save" button.Configuring

 

 

item for expense reimbursement:Below we detail the steps to create the item necessary to carry out the expense reimbursement process on the platform.

 

1. Access creating an informative item by clicking on the Remunerations / Payroll module, Items section and Others subsection. Click the New button and select the Informative option.

 

2.

 

Enter a name for the item to be used, select the "Distinct per Person" option in the Amount to Assign section and click the amount variable in the Item section.3. Remember to scroll down and select the "Save" button.

 

 

Performing the expense reimbursement process:

 

 

Below we detail how to carry out the expense reimbursement processes according to the template we created in the previous steps:

1. The employee must enter the administrative menu in the solutions section. Once there they must click "Create request".

 

2. Once inside the New process modal, they must select the template made available according to the name established by the organization, in this case, Rendición de Gastos - Plantilla.

 

 

3. Select the name of the person who should be paid the reimbursement and fill in the available fields. In this case we must enter the amount to be reimbursed, indicate the concept being reimbursed, attach the file with the supporting receipts and indicate the date of the reimbursement. After this, select the "Request" button to start the request.

 

 

4. The associated manager must enter the administrative module, collaborators section, requests subsection and select the request associated with the expense reimbursement. Once the request is expanded, they must select the stage they wish to review.

 

 

5. Once inside the stage to approve, the manager can download the attached file with the reimbursement support and decide whether to return the flow to the requester, leaving comments explaining the reason for the return; reject the request, which would end the reimbursement process; or approve the expense reimbursement.

 

 

6. Once the expense reimbursement is approved, the designated HR counterpart must enter the administrative module, collaborators section, requests subsection and select the request associated with the expense reimbursement. Once the request is expanded, they must select the stage they wish to review.

 

 

7. Once inside the stage to approve, the HR counterpart must select the informative item configured for this use case, indicate the amount to be paid and select the period in which the reimbursement will be paid to the employee, all based on the information provided by the employee and approved by the manager. Here they must decide whether to return the flow to the requester, leaving comments explaining the reason for the return; reject the request, which would end the reimbursement process; or approve the expense reimbursement.

 

 

8. Once the HR-associated reimbursement stage is approved, it will move to an Approved state and the assignment of the informative item associated with the flow is triggered.

 

 

9. We can verify that the informative item assignment has been made by going to the employee's profile in the Items section, Others subsection.

 

 

Payment of expense reimbursements:

 

 

Below we detail the process for paying expense reimbursements using the bulk bank payment feature available on your platform.

1. The administrator must enter the Remunerations / Payroll module, Processes section and select the period in which the informative item was assigned. Once inside the period they must select the "Other payments" button from the general process.

 

2. In the "Bank transfer download" modal, select "Bank transfer by item" in the Transfer Type and in Item select the item used for the expense reimbursement request flow. With that ready, click the Download button.

 

 

3. The downloaded file will be a ZIP which will include one file for each banking institution configured in the personal information of the employees who have been assigned this item.

 

 

4. You must now upload this file in the bulk upload section of your paying bank and proceed with the payment.

 

Keywords:

 

 

Expense Reimbursement, Workflow, Expenses, Reimbursement. 

Rendición de Gastos, Workflow, Gastos, Rendición.

 

 

 

 

🤖 This article was translated using artificial intelligence. View original article.