Managing trips is a flexible process, allowing for rescheduling and editing of travel plans. Here’s a detailed guide on how you can make changes to your trip, depending on its status.
1. Pending trips
Who can make changes: Both employees and HR admins have the ability to reschedule, edit, re-submit or cancel pending trips.
To cancel a trip, choose the Cancel request button and then confirm your choice:
Impact of editing: When a pending trip is edited, a new trip ID will be created and the approval flow will restart. The user will be directed back to the trip submission form, with all previously entered information pre-filled for convenience.
Rescheduling pending trips: Both employees and HR admins can change the dates or the number of working days of a pending trip. However, similar to editing, a new trip ID will be created and the approval flow will restart.
2. Fully approved trips
Cancellation: Both employees and HR admins have the ability to cancel a fully approved trip.
Click on the Actions button on the top right corner in the trip details page, and choose Cancel request, and then confirm your choice:
HR admins only: Fully approved trips can only be edited or rescheduled by HR admins; employees do not have this option. This ensures that changes to approved travel plans are centrally managed and controlled.
Impact on approval cycle: For approved trips, editing or rescheduling does not restart the approval cycle. The trip retains its approved status while the necessary updates are applied.
HR admin edit view:
HR admin reschedule view:
3. Indication of edited trips
Trip details page update: Once a trip has been edited, the trip details page will indicate that the trip has been modified, along with the old request ID for reference. This helps in tracking any changes made to the original request.
Note: Editing fully approved trips will result in charges being applied twice—once for the original trip and once for the updated version. This is because WorkFlex handles all necessary documentation upon final approval of the trip. Any changes to the trip require updates to this documentation, which incurs an additional charge. (Exception: no additional charges apply when reducing the number of working days, also, this won't cancel the existing request ID and generate a new one.)
Re-submitting a trip
For customers who frequently go on the same business trips or workations, WorkFlex offers an easy way to streamline the process by duplicating trips.
Click on the trip request you want to re-submit.
In the drop-down menu under Actions, click on Re-submit.
You will be directed to the trip submission page, where all the trip information will be pre-filled for you.
You can modify the date or any other details as needed.
This option makes submitting a trip faster and easier and is available from both the HR and employee interfaces, regardless of the trip status.